Lead Co-ordinator, Band 5- Chronic Pain Service - NHS
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.
Job overview
Lead Co-ordinator, Band 5- Chronic Pain Service (secondment 9 month position or until 30/03/26, whichever the sooner)
We are seeking an experienced, enthusiastic and highly motivated individual to join our Chronic Pain Service as Lead Administration Co-ordinator.
This is an exciting opportunity for the successful candidate to lead the cross-site administration team as they move towards the consolidation of work across the entire chronic pain service; supporting the delivery of consultant led clinics and procedure lists, as well as those led by psychologists, nurses and physiotherapists within Pain Self-Management.
Whilst expected to work independently and with autonomy, the post holder will benefit from support provided by the Assistant General Manager and General Manager for Anaesthetic and Pain services, as well as that provided from within the chronic pain team.
Main duties of the job
Job Purpose;
Ensure the efficient and effective management of the administration processes and systems within the Chronic Pain service, providing leadership and support to administration and clerical staff.
Provide expertise in the pro-active management of patient pathways from referral to discharge, ensuring the entire pathway is managed smoothly.
Support the General Manager and Assistant General Manager to deliver service and Trust objectives eg; Referral To Treatment (RTT), waiting times, clinic utilisation and the smooth and timely movement of patients within the consultant led and pain self-management clinics.
Assist, and lead where appropriate, modernisation and change initiatives to achieve continuous service delivery in collaboration with the clinical and management teams
Working for our organisation
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals.As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Detailed job description and main responsibilities
Key roles and responsibilities;
Manage and lead the administrative and clerical staff within the chronic pain service, to include the line management of administration staff.
Oversee appraisals and mandatory training, ensuring compliance with Trust targets
Identify any training needs and assist with implementing and delivering training / workshops as required.
Monitor performance and sickness absence and take appropriate action when necessary.
Work cohesively and collaboratively with all members of the chronic pain team to ensure that the service is managed efficiently and effectively for the benefit of service users and staff.
Ensure the pro-active management of patient referrals, highlighting concerns or issues to the AGM or GM.
Ensure the patient’s journey is processed in a timely and efficient manner and pro-actively escalate issues in the patient pathway so that potential delays are resolved at the earliest opportunity.
Ensure all patients on waiting or treatment lists are given appropriate appointments within agreed timescales and any investigations required are booked.
Monitor clinic utilisation, ensuring that clinics are set up and adjusted according to patient demands and any agreed service changes, liaising directly with the pathway co-ordinator and other services such as the Central Booking Office and Trak management teams as required.
Work with the GM, AGM and clinical teams to support service improvement initiatives which help streamline processes to improve the quality of care and service provision, taking the lead for various projects as required by the GM.
Represent the administration team within staff meetings and meetings with other services, teams and departments as appropriate.
Assist staff with resolution of payroll queries
Demonstrate own activities / tasks to new or less experienced members of staff
Contribute towards the recruitment and retention of administration and clerical staff within service
Maintain own e-learning and mandatory training
Work without direct supervision, liaising and communicating with various disciplines as appropriate.
The post holder will be required to undertake any other appropriate duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline of the main areas of responsibility.Any reasonable changes will be discussed and agreed with the post holder before variations to the job description are made.
Communications and Working Relationships;General Managers
Deputy and Assistant General Managers
Members of the multi-disciplinary team – ie; nurses, psychologists, medical consultants, physiotherapists
Secretarial and administration staff
Day surgery staff
Health Records staff
Central Booking Office staff
Patients, relatives and carers
Procurement and Creditors
Payroll and finance staff
Conference providers and training leads
Systems management teams
Most Challenging Part of the Job;Requirement to work within a busy environment with frequent interruptions
Assisting with the management of, and reacting to, an unpredictable workload with changing priorities
Management of demands from clinical teams to provide adequate administration support within limited resources
Working flexibly across sites and providing visibility to all members of the chronic pain team
Managing conflict and staff disagreements
Physical, mental and emotional effort and working conditions;
The post holder is required to work cohesively with colleagues and to use their own initiative to analyse, make decisions and implement, monitor and evaluate the effectiveness of their contribution to the chronic pain service to ensure the best outcome for excellent service delivery.
Expected to sit predominantly at a desk but have frequent interruptions, with the need to move around the department and to other departments when required.
Use of VDU on a daily basis
High levels of concentration are required in an environment with frequent interruptions either by telephone or face to face contacts
A requirement to plan own work, between hospital sites, and to balance changing and sometimes conflicting priorities.
A requirement for light physical effort for short periods such as lifting and handling stationery, files and office equipment
Dealing with sensitive and confidential information, that may sometimes be distressing.
There will be a need to talk to patients who contact the department, who are sometimes distressed, whilst also supporting other admin staff to manage these calls.
Personal duty of care in relation to safe usage of equipment
Responsibility for financial transactions in a position of trust and responsibility.
Person specification
Qualifications
Essential criteria- GCSE (or equivalent) in Maths and English
- Educated to degree level or post-secondary education experience
- Health and Social Care management certificate, BTEC management qualification or equivalent work experience
Experience
Essential criteria- Experience of working within a team
- Experience of co-ordinating and delegating work effectively
- Supervisory experience with ability to train and line manage staff
- Experience of managing own workload autonomously without direct supervision
Knowledge/ Skills
Essential criteria- Knowledge, skill and experience of using the full range of administrative software programmes to include all Microsoft applications; word, excel, access, e-mail
- An understanding of basic financial processes
- Excellent communication, negotiation and interpersonal skills for communicating with staff and service users
- Working knowledge of Trak, infoflex, Electronic Patient Records
- Knowledge and skill relating to Electronic Referral System (ERS), patient pathways, management of waiting lists and clinic / day case booking processes
The health and wellbeing of our staff and patients remains the priority of the Trust. Vaccination remains the best chance we have of conquering COVID and the Trust encourages everyone to take up this offer.
Please note, this vacancy may close as soon as sufficient applications have been received, so please apply as soon as possible if you are interested. The Recruitment Team are unable to accept any applications after the position has closed on NHS Jobs.
Committed to safeguarding our community
If applicable for the post, all successful candidates will be required to pay for their own Disclosure and Barring Service (DBS) check. The cost will be £29 (standard checks) or £46 (enhanced checks), and will be recovered through two instalments from the candidate's salary.Please contact [email protected] for further information.
The Trust is a safeguarding employer committed to the safeguarding and promotion of welfare of children, young people and vulnerable adults and expects staff and volunteers to share this commitment. The Trust is committed to safe recruitment practices to protect children and vulnerable adults, and any appointment will be subject to satisfactory clearance.As part of the organisation's commitment to Safer Recruitment, candidates may request copies of relevant policies and procedures by contacting the Recruitment Team at [email protected]
Committed to supporting service personnel
As part of our commitment to support Service Personnel, Gloucestershire Hospitals NHS Foundation Trust, in collaboration with the Career Transition Partnership, offer a Guaranteed Interview Scheme for all qualifying Service and Ex-Service Personnel.To qualify for a guaranteed interview, candidates must meet the essential criteria for the post and be either a current member of the Armed Forces, or be within the two year period of resettlement. If this applies to you please email the job reference number and your AR number to the Recruitment Team at [email protected]
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