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Detailed job description and main responsibilities

Lead, coordinate and oversee administrative and secretarial processes in support of effective and efficient functions of the clinical team.

Line Management

• Responsible for the effective day to day line management of the administrative team within the Obstetrics and Gynaecology Service to ensure progress of work and ability to resolve any concerns or issues.

• Ensuring organisation of workload to maximise productivity. 

• To ensure referrals are processed in line with trust guidance, ensuring that secretarial staff are booking appointments in accordance with local and national guidelines.

• Ensure through effective supervision and coaching that the secretarial team produce all clinic typing, patient communication and medical/legal reports accurately, in accordance with local and national guidelines and are despatched in a timely manner.

• Ensure maximisation of clinic capacity by ensuring that slots are used and any issues are flagged to Operational Support Manager.

• Ensure through effective supervision and coaching of the Patient Co-Ordinators that the necessary action is taken for patients that are required to attend for further investigations, outpatient attendances, x-ray, blood tests etc. and ensure systems of work are in place to ensure the results are shared in a timely manner with the relevant clinician.

• Assist the Operational Support Manager in the recruitment and selection process for the Obstetrics and Gynaecology team including preparation of adverts, job descriptions, person specifications and setting up and conducting interviews and to be responsible for induction and training of new administrative team members.

• To ensure all staff receive continuous appropriate training, guidance and support. 

• Review and develop new administrative initiatives, ensuring that administrative processes are efficient, are standardised and comply with national and local guidelines and that Standard Operating Procedures are in place.

• Hold regular 1-1s with the administrative team within the Obstetrics and Gynaecology service and conduct annual Development Conversations (appraisals) incorporating relevant Trust standards and identify any further training requirements.

• Hold regular team meetings (huddles) to cascade information, resolve problems, identify and work on service improvements as well as praising the team.

• Lead and Motivate the Team, supporting the Team’s Wellbeing at all times.

• To manage annual leave and sickness absence to ensure effective staff utilisation, application of departmental guidelines, HR policies and procedures for the administrative team within the Obstetrics and Gynaecology Service taking first line disciplinary action.

• The Administration Team Leader is expected to participate in the Patient Co-Ordinators  workload of the Obstetrics and Gynaecology service, including transcription responsibilities to ensure the department is meeting turn-around times, but with particular emphasis on undertaking more complex tasks on behalf of the team, as well as fulfilling the Line Management elements of the role. 

• Lead and contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all uses of the department.

• Provide effective day to day supervision and guidance for the wider Obstetrics and Gynaecology administrative team in the absence of other Supervisors as part of the team cross cover arrangements.

Data Validation/Quality

• To be responsible for improving the quality of data on our patient administrative system, taking the lead for the administrative team to track treatments as required ensuring that patients do not breach their target waits in accordance with national and local guidance.  Ensuring that all patient access targets are monitored through the administrative team with accurate recording of pathway outcomes following an inpatient/outpatient episode. 

• Ability to proactivity support patient pathways by undertaking continual quality data validation of outpatient waiting lists for those patients waiting new and follow up outpatient services.

• To be responsible for monitoring of delayed 1st and Follow Up Appointments with appropriate 1st Line Management including liaising with Consultants to reduce delays in patient pathways and escalation of concerns to the Operational Support Manager.

• Regularly informing the Operational Support Manager about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.

• To undertake adhoc data validation requests from Operational Support Manager as required and often to tight deadlines.