Surgical OPD Co-ordinator in London
About the role
Overview
This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive.
Key Responsibilities
- Ensure admissions support meets required manpower and service needs.
- Be conversant with Corporate and Care Group agendas, providing proactive administrative support.
- Safeguard complex and highly sensitive information.
- Conduct staff development reviews and ensure alignment with Trust objectives.
- Identify training and development needs; produce and monitor training action plans.
- Enforce staff adherence to policies and procedures using a performance management framework.
- Recruit, train, and develop administrative staff within the team.
- Ensure all staff attend mandatory training sessions as specified by the Trust.
- Liaise with Service Manager, General Manager, and clinical leads to improve performance.
- Lead drafting of monthly performance reports.
- Validate and manage outpatient waiting lists in line with Trust policies and national targets (e. g., RTT).
- Present weekly RTT and cancer reports, highlighting concerns and mitigating actions.
- Review and update RTT/cancer governance SOP regularly.
- Liaise with General Surgical teams on operational issues and manage information flow.
- Communicate with patients regarding sensitive matters, demonstrating empathy.
- Serve as a role model for core values and professional conduct.
- Answer telephone queries from patients, relatives, staff, other hospitals, and refer as appropriate.
- Coordinate with clinical teams to identify suitable surgery dates.
- Maintain accurate records of all patient correspondence during admission.
- Report adverse incidents, quality alerts, and patient complaints, assisting investigations.
- Liaise with multidisciplinary team to communicate patient information.
- Promote best practice and develop policies ensuring efficient and safe resource use.
- Collaborate with departments such as pre‑assessment and theatres to improve patient experience and efficiency.
- Lead, coach, and manage team performance, recognising excellence and addressing underperformance.
- Ensure compliance with statutory, mandatory, and professional training requirements.
- Manage team absences, including sickness and return‑to‑work processes.
- Identify and fill vacancies per Trust recruitment policy.
- Support internal talent management and succession planning.
- Review skill mix to optimise resource utilisation and keep job descriptions updated.
- Ensure team wellbeing and maintain a culture of zero tolerance for bullying and harassment.
- Secure team morale and implement positive workplace culture.
- Observe health, safety, and wellbeing duties for colleagues, visitors, and patients.
- Observe Trust policies, statutory and professional obligations.
Qualifications and Experience
- Demonstrable experience using EPIC system.
- Operational/clinical service management experience at mid‑level in an acute hospital or similar complex organisation.
- Ability to analyse complex problems, interpret information, and exercise sound judgment to develop practical solutions.
- Experience managing patient pathway processes and waiting list effectively.
- Ability to adapt to challenging and changing situations, leading colleagues through stressful situations.
- Experience managing staff and cost‑centre budgets.
- Additional Information
- All employees must hold an 'nhs. net' email account to use the Trust's formal email route.
- Everyone is responsible for promoting inclusion, regardless of role or team.
- Mandatory safeguarding training for children and adults, with clear reporting procedures.
- Mandatory infection control training and compliance with National Code of Practice and local policies.
- The Trust encourages applicants from all backgrounds and is committed to diversity, equality, and inclusion.
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Your tasks
Coordinate surgical outpatient services and support staff development.
Your profile
Experience with EPIC system and operational management in healthcare.
What's also included
Competitive salary, training opportunities, and a supportive work environment.
Tech stack & ways of working
Surgical OPD Co-ordinator in London employer: Cardiff and Vale University Health Board
Cardiff and Vale University Health Board is an exceptional employer, offering a supportive environment for aspiring nephrologists. With a focus on professional development, extensive training, and opportunities for research and teaching, employees can thrive in their careers while contributing to meaningful patient care in a vibrant community. The work culture promotes collaboration and innovation, making it an ideal place for those looking to make a significant impact in healthcare.
View Cardiff and Vale University Health Board profile
Your perspectives
Make a real difference in patient care while developing your leadership skills.
StudySmarter Expert Advice
Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like Cardiff and Vale University Health Board.
Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at Cardiff and Vale University Health Board.
Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like Cardiff and Vale University Health Board, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
Some tips for your application 🫡
Highlight Your Relevant Experience
When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at Cardiff and Vale University Health Board.
Showcase Your Administrative Skills
Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at Cardiff and Vale University Health Board.
Craft a Meaningful Cover Letter
Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to Cardiff and Vale University Health Board. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job
Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at Cardiff and Vale University Health Board. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at Cardiff and Vale University Health Board
Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research Cardiff and Vale University Health Board’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
Locations
- London
