Somerset Surgical Services (SSS) is an independent healthcare company providing elective surgical care to NHS patients. Founded by two NHS consultant surgeons in 2012, the aim of Somerset Surgical services is to offer the very best of healthcare including low waiting times, consultant delivered care and excellent patient experience within the safety of an NHS hospital setting. By using empty theatre and outpatient capacity, including evenings and at weekends, Somerset Surgical Services is also able to contribute to the costs of running a hospital therefore supporting the NHS. All our surgeons and anaesthetists hold a substantive NHS contract and work for us on a sessional basis.

The post holders will be required to manage patient pathways from referral to treatment and ensure an efficient and effective service is provided for patients, and for the consultants engaged by the company. The successful applicant will have at least 2 years administrative experience, a logical approach and attention to detail. In addition, sound interpersonal and planning skills, confidently working across a variety of departments within a hospital setting, together with knowledge of patient administration systems and waiting list management would be advantageous. The post holder must have excellent organisational abilities, be self-motivated, a team player and have a mature attitude to work being able to work accurately, unsupervised as well as being able to prioritise the workload and work to meet deadlines.

KEY RESPONSIBILITIES:

Communication

· Communicate with clinical staff and operational staff to co-ordinate the patient journey

· Develop and maintain effective channels of communication with all stakeholders in the provision of patient care. This is likely to include NHS waiting list coordinators, Consultant Surgeons, Nurse Practitioners, administration, clinical and operational staff of the facilities provider

· Ensure timely and clear communication is delivered to patients in regard to their pathway of care in a courteous manner

· Support the company in the investigation of clinical incidents, risk management issues and complaints in accordance with policies

· Contribute where required to the administrative process for ‘ engaged’ medical personnel

· Maintain open and effective channels of communication within both SSS and the host organisation to ensure high standards of communication are met

Operational

· Management of the patient pathway from commencement to final appointment in line with current targets

· Support the Company Directors with administrative functions in the development of and promotion of the company’s aims and objectives

· Maintain accurate electronic and paper records to support a patient’s pathways of care

· Develop and maintain good working relationships with SSS consultants and the wider clinical team to ensure patient pathways are managed appropriately

· Provide accurate data to the senior management team when requested

· Work collaboratively with the facility provider staff to deliver parallel processes of patient care

· Ensure processes are followed to ensure the safe and efficient management of the consultant case mix and workload.

· Distribution and collation of patient satisfaction surveys

· Assist with the development of any new workstreams

· Assist with the co-ordination of day to day functions and help with queries in the absence of the Administration Manager to ensure clinical activity is unaffected

· Support members of the team in working to RTT targets and principles

Policy Development

· Be proactive in contributing ideas / proposing improvements to administrative processes or procedures and assist with implementing changes as appropriate.

· Assist with the review of policies and SOP’s as directed by the Administration Manager

Responsibility for Information Systems

· Accurately input, update and retrieve data using a variety of data collection systems (electronic and paper-based)

· Maintain up-to-date and effective records to facilitate the prompt retrieval of information required.

· Awareness and operational knowledge of all systems used in the delivery of SSS activity

Staff Management, Training and Development

· Demonstrates own work to new starter in own area and give guidance as required

· Mentor modern apprentices and junior team members when required

· Contribute ideas to the overall development of the business

· Support to SMT members with training, supervising and motivating the team

· Assist with ensuring essential training is undertaken by members of the admin team

· Assist with the induction of new members of the team

· Support staff to ensure that all SOP’s, policies and procedures are followed

· Be proactive in identifying personal development opportunities

Personal Responsibilities

· Comply with the terms of the contract of employment

· Be aware of, comply with, and keep up to date with all SSS and relevant Trust Policies and procedures

· Fully participate in annual appraisal and appraisal reviews

· Maintain up to date knowledge and competency in the skills required to perform safely and effectively in the role. Undertake relevant training (including statutory and mandatory training).

· Adopt a positive, proactive approach

This job description is not exhaustive. It provides a summary of the requirements of the post holder. There may be a requirement for the post holder to fulfill other functions and responsibilities.

Person Specification

Essential:

Excellent written and interpersonal skills
Excellent customer care skills – patients and clinicians
Ability to work on own initiative and collaboratively
Excellent organisational ability
Attention to detail
Good computer skills with a working knowledge of hospital administration systems and Microsoft Office programmes
5 GCSE grades A-C including English and Maths
Flexibility to travel to peripheral clinic locations as required

Desirable:

Knowledge of SSS as an AQP provider
Sound understanding of Referral to Treatment target
Medical terminology
IT qualification e.g. ECDL
A-Levels or equivalent
Experience with NHS / Healthcare software systems

Recruitment privacy notice:

Somerset Surgical Services are responsible for the processing of your application, once you have submitted your request for employment with us. As a potential employer, we will process your personal information to progress your application

Complying with the law

The law requires us to process your information so we can:

· check you are fit to work or confirm what reasonable adjustments are required, if applicable

· monitor the diversity of candidates to ensure we comply with the Equality Act 2010

· meet safeguarding law requirements where this is relevant to the vacancy role

· confirm Right to Work, identity, and eligibility for the vacancy

· analyse candidates' information to understand patterns and trends - this is so we can plan and improve our employment and recruitment processes

Before agreeing to an employment contract

We will use your information within your employment application so that we can:

· assess your suitability for the role

· complete any pre-employment checks as required

· detect and prevent any possible mistakes or fraud.

Where we process your information

Your information will not be transferred outside the UK.

Sharing your personal information

We may share your information with:

· medical professionals, to assess your fitness to work and any reasonable adjustments that you need

· the Disclosure and Barring Service (DBS), if your role requires a DBS check

· with named referees to obtain a reference

· organisations who may act on our behalf in the recruitment selection process

· any other organisation who has a legal right to it.

Keeping your personal information

For non- successful applications, personal information in the electronic recruitment system will be retained for a maximum of 460 days from the closing date the advertised application date.

This information is retained so that we can revisit vacancies and applications in case the vacancy needs re-advertising or to enable us to respond to any candidate queries.

Successful applications will remain in the system for 460 days, but only information relevant to the employment of successful candidates will be retained within staff employment records. This will be specified in your contract of employment.

If you withdraw your application, your information will either be retained for 460 days from your application or 200 days from your most recently acquired start date, whichever is longest.

Where candidates’ information is used to understand patterns and trends that will be used to plan improve our employment and recruitment processes, this data will be retained securely for a period of 5 years.

Your rights

The information you provide will be managed as required by Data Protection law. You have the right to:

· receive a copy of the information we hold about you

· request your information be changed if you believe it was not correct at the time you provided it

· request that your information be deleted if you believe we are keeping it for longer than necessary

· request that we delete and object to the processing of your personal information.

Job Type: Full-time

Pay: £25,500.00-£29,000.00 per year

Benefits:

On-site parking

Education:

GCSE or equivalent (required)

Experience:

Administrative experience: 3 years (required)

Work Location: In person

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