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The post holder will work closely with Service Manager and General Manager (GM) (Business & Performance) on the strategic development of the services, supporting plans to expand /change their service as appropriate.

The post holder will manage clinic capacity whilst booking patients according to clinical priority and booking policies in line with local and national targets, proactively preventing two-week rule and 18-week breaches. They will request additional clinics as necessary, liaising directly with the clinical team, to arrange availability of staff.

The post holder will be responsible for achievement of service and teaching activity targets within specialties on a monthly basis.  This will include accurate mapping of clinical activity to support service line reporting (SLAM).  This will also involve attending weekly performance meetings to monitor activity and DNA rates, clinic utilisation, capacity, forecasting and breach analysis.

The post holder will be responsible for the weekly and ad hoc validation of waiting list data and reporting performance against 18-week access targets and clinical prioritisation. The post holder will also need to lead with 18-week targets, tracking of cancer patients and validation across Specialty Management Group. They will take responsibility for completing actions to ensure patients are fast tracked through their pathway to prevent non-compliance with local and national targets and also escalate trends to the Service Manager and General Manager.

To lead on ensuring that demand and capacity of service clinics are revised in accordance with the agreed processes and that requests for changes to clinics do not breach clinic rules and agreed processes

Identify areas of inefficiency by undertaking regular reviews of processes and from feedback from patients, carers and staff, working with clinical and administration teams to redesign and re-engineer services and processes as required to provide a seamless service.

To lead on the creation and management of clinical sessions within the Patient Administration System (PAS) together with dealing with requests for blocking, opening and other timetable amendments.   

To lead on validation and authorisation for cancellation of clinical sessions for dental services, ensuring patients are communicated with effectively and rebooked 

appropriately to minimise patient complaints.

Monitor closely performance contracts and targets to enable pro-active and timely actions, working independently to take appropriate action / corrective measures.

Interpretation, manipulation and analysis of complex data sets and clinical records

Educate and develop leadership within operational team in order to access timely and accurate information to support the delivery of all key performance indicators.

Produce and analyse performance reports on an ad hoc basis ensuring any relevant recovery/action plans are formulated and undertaken as appropriate.

Audit performance against the internal and national targets and present this at service/departmental meetings as required.

Produce and distribute performance, activity and contract data on a regular basis to ensure performance management and compliance with targets.

Where required, manage relevant staff within other Specialty Management Groups/ areas in such a way that contracts and targets are delivered.

To manage, co-ordinate and monitor Specialty Management Group leave and co-ordinate rotas to fulfill operational requirements.

Undertake audits and develop action plans ensuring compliance with data protection and agreed processes.

To have overall accountability for recruitment, selection and management of all Patient Services Administrators and Team Leaders within the Patient Services Department, in accordance with Birmingham Community Health NHS Trust Personnel Policies and Procedures i.e. sickness/absence, lateness, disciplinary and monthly turnaround documents.

Anticipate staff shortages and take action to minimise the impact of these on service delivery.

To support the Service Manager and deputise for them in their absence as appropriate.

In conjunction with a GM, implement effective systems, control processes and risk management arrangements for the Specialty Management Group.