Lead Coordinator, Band 5- Ophthalmology

at  Gloucestershire Hospitals NHS Foundation Trust

An exciting opportunity has arisen to join the Ophthalmology department based at Cheltenham General Hospital. We are a large department covering Cheltenham General, Gloucester Royal and numerous community sites. This job offers the opportunity to work with a dynamic multi-disciplinary team in a interesting and varied role, working closely with Consultants, Matrons, Nursing Teams, Theatres, Optometry, Orthoptics, Imaging and the General Management team.
The successful applicant will manage rota’s within the department to include managing clinician leave, coordinating theatre and outpatient sessions, adapting clinicians timetables to meet service needs, examining admin/clerical systems and processes to continuously improve services and put forward proposals for organisational re-structuring to maximise services by providing appropriate staffing levels.
The successful applicant will manage a team of band 4 supervisors and the wider team. The A&C teams consist of secretaries, admissions, patient access officers (AMD) and Failsafe.
This is a technical role, where operational experience is highly desired therefore, for further information and informal discussions please contact Charlotte Baugh, Assistant General Manager of Ophthalmology – charlotte.baugh@nhs.net; 0300 422 2527; 07812 472403 to support chance of shortlisting.
Ensure efficient and effective management of medical secretarial, patient access and Failsafe booking services within the Ophthalmology Service Line. Provide leadership and day to day support to the secretarial, patient access and Failsafe leads.
Develop and lead local induction/on-going training programmes for medical secretarial, patient access and Failsafe staff in conjunction with Trakcare/IMT.
Monitoring and ensuring the speciality’s position with regards to local and national performance targets, which involves completion of breach reports, data quality etc.
Support the Assistant General Manager and General Manager to deliver Trust objectives such as waiting time standards, theatre and clinic utilisation.
Responsible for leading modernisation initiatives with secretarial, patient access and Failsafe staff to achieve continuous improvement in service provision.
Organisation management of medical leave and cover for theatre lists, theatre assistants, on call rota and any other associated operational organisation cover or management.

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

• Educated to degree level or equivalent post-secondary education or workplace experience, working as team leader or senior supervisor in a large complex healthcare organisation.
• Health & Social Care Management Certificate, BTEC Management qualification or equivalent experience in the workplace setting.
• Ability to prioritise workload and resolve unforeseen problems as they occur
• Co-ordinate all aspects of the services failsafe governance activities in conjunction with the Head of Ophthalmology and Clinical Governance Management.
• Analysis of follow up PTL of varying levels of complexity, decisions on meeting quality targets, highlighting gaps and issues in performance information.
• Participate in validation of patient pathways to ensure patients receive their treatment within the specified timescale.
• Using initiative and judgement to raise issues with Line Manager or members of the Teams when.
• Proactively manage waiting times for individual high-risk patients, producing lists of ‘at risk’ patients. Negotiate patient management arrangements with key staff
• To work with Medisight teams for software upgrades to allow specific audits within the system
• To communicate effectively and empathetically with patients and their relatives
• To monitor/validate PTLs, highlighting concerns or issues to the general manager and/or Consultants
• To work with the general manager and clinical teams to support service improvement initiatives which help streamline the patient journey and improve the quality of care and service provision and highlight bottlenecks. Where possible, suggesting and implementing solutions.
• Complete any necessary data validation timely and accurately
• Check clinics daily for capacity and ensure all slots are filled in a timely manager. Highlight any capacity issues, to enable extra sessions to be set up
• Carry out regular audits/surveys, collate and present
• Identify any training needs, within the wider team/teams - assist with implementing and delivering training/workshops as required. Responsible for the failsafe training of all staff across the service both clinical and non-clinical.
• Ensure all staff comply with relevant policies.
• Continually develop skills in the use of various hospital information systems
• Undertake specific projects and tasks as requested by the Teams.
• Keep up to date with national targets, developing knowledge and experience of patient pathways and 18 weeks
• To collaborate with other departments to ensure referrals are processed correctly
• Attend and provide minute taking for the Ophthalmology Business Meetings

Please refer the Job description for details