Waiting List Coordinator Supervisor

at  Cardiff and Vale University Health Board

JOB SUMMARY/JOB PURPOSE

The post-holder will be required to support and deputise for the Directorate Assistant Service Manager in the day-to-day running of the A&C booking team within the Radiology department, ensuring all work and duties are completed in a professional and efficient manner. This will involve high level administrative responsibilities and knowledge, ensuring robust effective systems of work are in place.
The post-holder will also provide relevant support to senior management and other associated Radiology teams where required. Including the exchange of sensitive and/or confidential information with senior management, client families and staff throughout the Health Board on a variety of departmental policies, procedures and matters.

THE POST-HOLDER WILL BE RESPONSIBLE FOR:

Communicating with a wide range of professional staff, patients, relatives/carers, stakeholders, utilising tact and diplomacy both internal and external to the UHB.
Meeting administration service requirements efficiently and effectively.
Maintaining and improving one or more departmental information systems.
Supervising Band 3 administrative booking staff within the department, including completing appraisals and motivating staff to achieve objectives.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 15,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services.
Our mission is “Caring for People, Keeping People Well”, and our vision is that every person’s chance of leading a healthy life should be equal. As an organisation we are unashamedly ambitious for our population’s health, rising to the challenges of today and tomorrow through our 10-year strategy, Shaping our Future Wellbeing. We are contributing to a healthier Wales with great emphasis placed on innovation and improvement, learning from around the world and leading the way in clinical research. Partnership working is strong at Cardiff and Vale, and we work closely with our staff and our community.
Cardiff, the thriving Welsh capital, is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac

DUTIES AND RESPONSIBILITIES

To act as direct support to the Directorate Assistant Service Manager in the provision of an A&C service, to deputise when required and enact delegated duties and roles.
To work autonomously to manage own workload and fulfil departmental requirements in a timely manner.
To facilitate service delivery by working within a defined scope to achieve objectives.
Be able to implement and adapt to new systems as and when introduced. Maintain a flexible approach to the service and able to adapt to changing priorities.
To develop a comprehensive knowledge base and understanding of administrative practices and procedures related to the service to deal with non-routine issues, answer queries and problem solve as required.
Recording all information pertaining to patient referrals for examination onto the Radiology Information System RadIS and to support A&C staff in the same.
Maintaining the accuracy of patient data upon RadIS.
To perform enquiries regarding patient data on the Health Board’s Patient Management System (PMS)
To comply with the Data Protection Act, Access to Health records Act and legislation issued in relation to confidential data at all times.
Demonstrate an ability to adhere to strict rules of confidentiality when communicating highly sensitive clinical information within the Health Board and ensuring adherence to the Data Protection Act at all times.
To inform Medical Records and/or appropriate staff of any duplicate entries that are found on PMS.
Liaise with Senior Managers and Supervisors to assure the provision of an efficient patient centred service.
Recognise barriers to communication and implement strategies to overcome this. Demonstrating an understanding of cultural and language difficulties
To support the Directorate Assistant Service Manager in the day-to-day management of all Booking Teams personnel issues, to include the production of rotas, the recording and monitoring of sickness levels, the maintenance of annual leave, statutory bank holidays and special leave records and provide monthly reports to the Service Manager.
To support the Directorate Assistant Service Manager in the recruitment, interviewing and selection of relevant A&C staff within Radiology.
To be responsible for the induction process and training requirements for associated A&C staff.
Arrange Health Board induction, RadIS and PMS training for associated A&C staff.
Arrange Mandatory Training following the Health Board’s guidelines for associated A&C staff.
Ensure that adequate arrangements are in place for the ordering, maintenance and stock control of consumables, stationery and printing.
Liaise with RadIS / IT Manager to ensure all referring clinicians and clinical trials details are kept as up-to-date as possible.
To undertake when appropriate the delegated duties to ensure monthly / weekly pay cards are completed on time.
To ensure all associated office equipment and furniture is of an acceptable standard and when appropriate liaise with the Maintenance Department to arrange repair or replacement.
Ensure Health Board guidelines are followed in regard to the recording and delivery to Security of any lost property.
Support the Directorate Assistant Service Manager in ensuring that staff are aware of Health Board policies, i.e. Health and Safety / Dignity at Work / Violence at work / COSSH / VDU / Clinical Risks, etc…
Where appropriate to support the Directorate Assistant Service Manager by attending RMPCE Directorate and/or Health Board Management meetings.
To undertake and assist with the values-based appraisals.
To support the Directorate Assistant Service Manager in dealing with all appropriate hospital / patient / legal complaints etc… Within the time scale and protocols laid down by the health Board.
To maintain a high-quality service to patients and staff whilst at the same time ensuring the most economic use of materials and resources.
To co-ordinate the location of notes and relevant patient records for Radiologists, Senior Manager and other staff for meetings etc…
To provide guidance, advice and support to other Radiology staff on A&C matters.
When required to assist the Directorate Assistant Service Manager by liaising with and visiting other Radiology departments within the Health board to maintain consistency with protocols and guidelines.
Arrange IT security forms and co-ordinate the provision of full RadIS training for those Health Board departments who arrange their own appointments within Radiology.
To support the delivery of regular staff meetings with associated A&C staff within Radiology.
The post-holder maybe required to support the co-ordination of audit, trial, research and development work.
The post-holder may be required to be involved in the development and provision of service design and to participate in the evaluation and selection of equipment and software.
To support the mentoring, assessment and supervising of associated A&C staff.
To support the mentoring, assessment and supervising of student Radiographers during their training period where appropriate.
To support the mentoring, assessment and supervising of non-radiological A & C staff during their training period where appropriate.
To undertake any other duties consistent with the grade as delegated by the A&C Manager, Assistant Service Manager or Service Manager