• Job Description

  Req#: C9302-24-0216?language=en&page=65&sort=publicationDateDesc

  Job summary

  The Health Care Operations Department are looking to recruit a Deputy HCA Manager within the Elective Admissions Team based at the RAEI site, Wigan.

  The ideal candidate will have management experience across a broad range of operational procedures, with experience of working within a busy NHS Acute Trust Patient Administration Department. You will also have experience of managing change, planning, project management & experience of managing staff.

  You must have in depth knowledge of Access / Waiting List policies and a sound understanding of performance related targets.

  Main duties of the job

  The Deputy HCA Elective Manager - Elective Admissions is responsible for the co-ordination of an effective and flexible booking service that supports clinical staff and is responsive to the needs of the organisation.

  You will be working closely with Divisional Management and the Health Care Operations Teams with responsibility for the day to day management of the Admissions service as well as rigorously monitor and manage performance to assist in achieving elective admission targets.

  You will maintain a robust approach to data quality and patient confidentiality whilst handling confidential, complex and sensitive patient information on a daily basis.

  You would also be expected to be responsible for the department in the absence of the Deputy HCO Directorate Manager.

  About us

  Choose Well - Choose WWL

  Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement and living our values 'the WWL Way'.

  WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

  On-Call

  Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.

  Date posted

  18 March 2024

  Pay scheme

  Agenda for change

  Band

  Band 5

  Salary

  £28,407 to £34,581 a year pro rata

  Contract

  Permanent

  Working pattern

  Full-time, Part-time, Flexible working

  Reference number

  302-24-6041699S-A

  Job locations

  Royal Albert Edward Infirmary

  Wigan Lane

  Wigan

  WN1 2NN

  
  

  Job description

  Job responsibilities

  • The main duties & responsibilities for this role are

    Key results from the job holder

    • Manage the Elective Inpatient teams, ensuring that the Access Policy is adhered to.
    • Produce weekly report for late additions to waiting list.
    • Ensure that all monitoring reports are complete before forwarding to relevant departments.
    • Validate Data exception error reports generated by PAS and rectify any errors to ensure accuracy of patient record in compliance with data quality.
    • Attend Trust meetings as required.

    Planning and Organisational Duties

    • Manage Elective Waiting Lists and staff to ensure financial resources are effectively delivered.
    • Ensure all waiting lists are validated as required in compliance with the Trust Access Policy.
    • Liaise with Office Managers and Supervisors to ensure all appointment slots are filled and that appointment procedures are implemented in compliance with policies and procedures.
    • In liaison with the Health Care Administration Manager collate monthly Out-Patient waiting list statistics for the Trust.
    • Plan and implement staff holiday rota to provide adequate cover.

    Communications and Key Working Relationships

    • Assisting in the establishment of communication systems with all staff, patients and relatives to promote understanding and good will.
    • Communicating complex and sensitive information to patients and relatives with empathy and reassurance.
    • Using the spoken and written word and being sensitive to those who are vulnerable or do not have English as their first language.
    • Dealing with patient/staff complaints and grievances empathetically and looking at service improvement if required.
    • Investigate and provide information in respond to complaints

    Responsibility for Finance

    • Ensure the effective use of all financial resources in providing and delivering the service.
    • Demonstrate awareness of the need for cost improvement programmes within the service.
    • Promote effective utilisation of resources.
    • Provide the service within its financial constraints.
    • Assess operational implications of system software developments to ensure the effective use of financial resources.

    Responsibility for Human Resources

    • Responsible for implementing Absence Management Procedure, interviewing staff and completing return to work form.
    • Responsible for interviewing and compiling PDR for staff members.
    • Responsible for writing Job Descriptions for staff.
    • Evaluate returned application forms and select candidates for interview.
    • Interview candidates and select successful candidate in liaison with other panel members.
    • Complete job file in compliance with Human Resources Policy and Procedure.

    Responsibility for Health & Safety

    Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

    Responsible for completing Adverse Event Notification forms and Estates Department requisition forms for maintaining equipment and environment in accordance with Trust Health & Safety Policy.

    Responsibility for Teaching

    • Train all new staff in the use of the PAS system and advising on the Data Protection Act and Patient Charter policies.
    • Review training needs of staff in compliance with Pas software upgrades.
    • Produce and update written training procedures in compliance with Trust Policy.
    • Train all waiting list staff in the effective maintenance of waiting lists in compliance with national and Trust waiting list policies
    • Assist in new staff induction together with the identification and support of their training requirements
    • Facilitate a supportive learning environment that enables all members of the team to develop.
    • Recognise the effective utilisation of all appropriate development resources and opportunities.
    • Recognise and accept responsibility for own personal development.
    .

  Job description

  Job responsibilities

  • The main duties & responsibilities for this role are

    Key results from the job holder

    • Manage the Elective Inpatient teams, ensuring that the Access Policy is adhered to.
    • Produce weekly report for late additions to waiting list.
    • Ensure that all monitoring reports are complete before forwarding to relevant departments.
    • Validate Data exception error reports generated by PAS and rectify any errors to ensure accuracy of patient record in compliance with data quality.
    • Attend Trust meetings as required.

    Planning and Organisational Duties

    • Manage Elective Waiting Lists and staff to ensure financial resources are effectively delivered.
    • Ensure all waiting lists are validated as required in compliance with the Trust Access Policy.
    • Liaise with Office Managers and Supervisors to ensure all appointment slots are filled and that appointment procedures are implemented in compliance with policies and procedures.
    • In liaison with the Health Care Administration Manager collate monthly Out-Patient waiting list statistics for the Trust.
    • Plan and implement staff holiday rota to provide adequate cover.

    Communications and Key Working Relationships

    • Assisting in the establishment of communication systems with all staff, patients and relatives to promote understanding and good will.
    • Communicating complex and sensitive information to patients and relatives with empathy and reassurance.
    • Using the spoken and written word and being sensitive to those who are vulnerable or do not have English as their first language.
    • Dealing with patient/staff complaints and grievances empathetically and looking at service improvement if required.
    • Investigate and provide information in respond to complaints

    Responsibility for Finance

    • Ensure the effective use of all financial resources in providing and delivering the service.
    • Demonstrate awareness of the need for cost improvement programmes within the service.
    • Promote effective utilisation of resources.
    • Provide the service within its financial constraints.
    • Assess operational implications of system software developments to ensure the effective use of financial resources.

    Responsibility for Human Resources

    • Responsible for implementing Absence Management Procedure, interviewing staff and completing return to work form.
    • Responsible for interviewing and compiling PDR for staff members.
    • Responsible for writing Job Descriptions for staff.
    • Evaluate returned application forms and select candidates for interview.
    • Interview candidates and select successful candidate in liaison with other panel members.
    • Complete job file in compliance with Human Resources Policy and Procedure.

    Responsibility for Health & Safety

    Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

    Responsible for completing Adverse Event Notification forms and Estates Department requisition forms for maintaining equipment and environment in accordance with Trust Health & Safety Policy.

    Responsibility for Teaching

    • Train all new staff in the use of the PAS system and advising on the Data Protection Act and Patient Charter policies.
    • Review training needs of staff in compliance with Pas software upgrades.
    • Produce and update written training procedures in compliance with Trust Policy.
    • Train all waiting list staff in the effective maintenance of waiting lists in compliance with national and Trust waiting list policies
    • Assist in new staff induction together with the identification and support of their training requirements
    • Facilitate a supportive learning environment that enables all members of the team to develop.
    • Recognise the effective utilisation of all appropriate development resources and opportunities.
    • Recognise and accept responsibility for own personal development.
    .

  Person Specification

  Qualifications

  Essential

  • Educated to Degree Standard or equivalent relevant experience
  • Willingness to undertake training in management or leadership

  Desirable

  • Staff Management Qualification
  • AMSPAR Level 3

  Experience

  Essential

  • Patient Administration experience at a managerial level.
  • Experience in staff line management.
  • Experience in working in a busy NHS Acute Trust Patient Administration Department.
  • Proven track record of managing varied and high volume workload with tight deadlines.
  • Experience of supporting clinicians and management in the provision and interpretation of information.
  • Ability to deal diplomatically with all levels and disciplines of staff.

  Desirable

  • Sound knowledge of the strategic direction of the NHS and its policies and procedures.

  Skills

  Essential

  • Excellent interpersonal skills.
  • Able to work as part of a team as well as on own initiative.
  • Excellent time management skills.
  • Excellent communication and presentation skills, both oral and written, combined with active participation and the ability to respond and provide direct feedback in sometimes - pressured circumstances.
  • Must remain calm under pressure.
  • Ability to concentrate for long periods of time on complex analyse, with frequent interruptions.
  • Excellent numerical and analytical skills.
  • Skills for supporting the improvement of the service by proposing changes to own work and making recommendations for more effective delivery.

  Knowledge

  Essential

  • In depth knowledge of Access / Waiting List policies
  • A sound understanding of performance related targets.
  • A thorough working knowledge of Human Resources Policies and Procedures.
  • Must have extensive experience and knowledge of the advanced functionality of Microsoft office products.
  • Working knowledge of the Hospital Patient Administration System.
  • Expertise knowledge of Medical Terminology

  Desirable

  • Knowledge and understanding of NHS IM&T strategies

  Additional

  Essential

  • Willingness to adopt a flexible approach to working hours.
  • Professional appearance and approach.
  • Challenging and enquiring mindset combined with an aptitude for working within a changing environment.
  • Must remain calm under pressure.
  • Willing to undertake further training.
  • Attend relevant local and regional events.
  • Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

  Person Specification

  Qualifications

  Essential

  • Educated to Degree Standard or equivalent relevant experience
  • Willingness to undertake training in management or leadership

  Desirable

  • Staff Management Qualification
  • AMSPAR Level 3

  Experience

  Essential

  • Patient Administration experience at a managerial level.
  • Experience in staff line management.
  • Experience in working in a busy NHS Acute Trust Patient Administration Department.
  • Proven track record of managing varied and high volume workload with tight deadlines.
  • Experience of supporting clinicians and management in the provision and interpretation of information.
  • Ability to deal diplomatically with all levels and disciplines of staff.

  Desirable

  • Sound knowledge of the strategic direction of the NHS and its policies and procedures.

  Skills

  Essential

  • Excellent interpersonal skills.
  • Able to work as part of a team as well as on own initiative.
  • Excellent time management skills.
  • Excellent communication and presentation skills, both oral and written, combined with active participation and the ability to respond and provide direct feedback in sometimes - pressured circumstances.
  • Must remain calm under pressure.
  • Ability to concentrate for long periods of time on complex analyse, with frequent interruptions.
  • Excellent numerical and analytical skills.
  • Skills for supporting the improvement of the service by proposing changes to own work and making recommendations for more effective delivery.

  Knowledge

  Essential

  • In depth knowledge of Access / Waiting List policies
  • A sound understanding of performance related targets.
  • A thorough working knowledge of Human Resources Policies and Procedures.
  • Must have extensive experience and knowledge of the advanced functionality of Microsoft office products.
  • Working knowledge of the Hospital Patient Administration System.
  • Expertise knowledge of Medical Terminology

  Desirable

  • Knowledge and understanding of NHS IM&T strategies

  Additional

  Essential

  • Willingness to adopt a flexible approach to working hours.
  • Professional appearance and approach.
  • Challenging and enquiring mindset combined with an aptitude for working within a changing environment.
  • Must remain calm under pressure.
  • Willing to undertake further training.
  • Attend relevant local and regional events.
  • Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

  Disclosure and Barring Service Check

  This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Additional information

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Employer details

  Employer name

  Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

  Address

  Royal Albert Edward Infirmary

  Wigan Lane

  Wigan

  WN1 2NN

  
  

  Employer's website

  http://www.wwl.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

  Address

  Royal Albert Edward Infirmary

  Wigan Lane

  Wigan

  WN1 2NN

  
  

  Employer's website

  http://www.wwl.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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