Recruitment line: 0800 0283 666
Dear Candidate
POST: WAITING LIST MANAGER
HOURS: 37.50 HOURS
CLOSING DATE: 18 MAY 2016
The National Waiting Times Centre Board welcomes your enquiry in connection with the above post. Please find enclosed an information pack.
Should you wish to submit an application for the above post, please ensure you do so in advance of the closing date. Late applications will not be forwarded for short listing.
When providing referees on the application form, please be aware that we require references to cover at least three years of previous employment/training history. If the period of time both referees have know you is less than three years, you will be required to provide additional referees. Where possible, please provide us with e-mail addresses for contact.
Should you contact the recruitment team to discuss any queries regarding your
application it is advisable that you retain the job reference number as you will asked to
quote this when you call. Please note that we no longer acknowledge receipt of
applications and therefore you will not receive any further communication until
after the post has been shortlisted.
In the meantime, I wish you success with your application and should you require any further information or wish to check the progress of your application please do not hesitate to contact the recruitment team on the contact telephone number shown above.
Yours sincerely
Lynn Mitchell
Recruitment Assistant
NATIONAL WAITING TIMES CENTRE BOARD
INFORMATION PACK
FOR THE POST OF
WAITING LIST MANAGER
(secondment opportunity for 1 year secondment or Fixed ter m contract or Fixed term contract
REFERENCE NUMBER SHOW/2282
CLOSING DATE: 18 MAY 2016
NATIONAL WAITING TIMES CENTRE BOARD
GENERAL INFORMATION FOR CANDIDATES
· This information package has been compiled to provide prospective candidates with details of the post and background information about The National Waiting Times Centre Board.
· The contents of this package are as follows:-
o Job Description/person specification
o Terms and Conditions of Service
o Application Form
o Equal Opportunities Monitoring Form
o Information on Agenda for Change
· The Equal Opportunities Monitoring form is required for monitoring purposes only and will not be made available to the interview panel during any part of the recruitment process.
· Please note, to ensure that we adhere to our current policy on Equal Opportunities; CV’s received with Application Forms will be destroyed prior to Application forms being passed for Short listing.
· NWTC operates a NO SMOKING Policy on all Premises and Grounds.
· All offers of employment will be subject to the receipt of satisfactory References, Occupational Health screening and Disclosure Scotland clearance.
· Please send your completed application to:-
Recruitment Team,
HR Department
Golden Jubilee National Hospital
Agamemnon Street
Clydebank
G81 4DY
· When returning your completed application and any associated enclosures by Royal Mail you must ensure that the correct postage cost is paid. We have been informed by the Post Office that they are retaining those which have been underpaid. This has resulted in completed applications not being returned until after the closing date, and not being included for short listing.
· The short listing process will take place shortly after the closing date.
· As a Disability Symbol user we recognise the contribution that all individuals can make to the organisation regardless of their abilities. As part of our ongoing commitment to extending employment opportunities all applicants who are disabled and who meet the minimum criteria expressed in the person specification will be guaranteed an interview.
· The organisation has introduced a set of shared values. These values will be measured during the Competency Based Interview. The values are:
o We will treat everyone with dignity and respect
o We will take responsibility to do our jobs well
o We will demonstrate our commitment to quality
o We will work effectively with others in teams
o We will display a “can do” attitude at every opportunity
GOLDEN JUBILEE NATIONAL HOSPITAL
TERMS AND CONDITIONS OF SERVICE
1. Terms and Conditions of Service
The terms and conditions applicable to this post are those of all NHS Employees.
2. Superannuation
You have the option to join the NHS Superannuation Scheme, to participate in the State Earnings Related Pension Scheme or to take out a Personal Pension.
Employee’s contributions to the NHS Scheme amount to 5.2% to 14.7% of salary (depending on rate of Pensionable Pay) and the employers’ contribution equates to 13.5% of salary. Employees in the NHS Scheme are “Contracted-out” of the State Earnings Related Pension Scheme and pay a lower rate of National Insurance contributions. Employees who choose to participate in the State Earnings Related Pension Scheme pay the higher rate of National Insurance contribution. A Stakeholder Pension is also available.
3. Salary
£26,565 to £35,577 per annum
4. Grade
This post is offered on a Band 6 (Indicative)
5. Annual Leave
The annual leave entitlement in a full year commencing 1st April to 31st March is 27 days, rising to 29 days after 5 years’ service and 33 days after 10 years’ service. There are 8 Statutory and Public Holidays in each leave year. (Pro rata where applicable)
6. Hours of Duty
37.50 hours
7. Tenure of Employment
This post is offered on a secondment opportunity for 12 MONTHS or Fixed term CONTRACT FOR A PERIOD OF 12 MONTHS
ct
8. Asylum and Immigration Act 1996
Under the Asylum and Immigration Act 1996, we are required to carry out checks to ensure that all prospective employees are entitled to live and work in the United Kingdom. You will therefore be asked to provide appropriate documentation prior to any appointment being made.
NHS National Waiting Times Centre
Benefits
NHS Superannuation scheme:
All staff are eligible to join this scheme from date of commencement. Employee
contributions vary from 5.2% to 14.7% depending on annual pensionable pay.
Benefits include a lump sum and pension when you retire, life assurance of 2 years’
pay while you are working, pension and allowances for your spouse and children in
the event of death, and benefits for ill-health retirement. Members of the scheme
receive tax relief on contributions and Lower National Insurance contributions.
Annual leave entitlement (including public holidays):
35 days annual leave on appointment
37 days annual leave after 5 years
41 days annual leave after 10 years
Free car parking
Continuing professional development opportunities
Discounts at the associated Beardmore Hotel
Leisure Club membership – Get fit and healthy at the Beardmore Leisure Club for only £28 per month.
Childcare vouchers – If you are a working parent with children under the age of 16 you could save up to £1,196 per parent, per annum on the cost of childcare.
For more information about the benefits and discounts available to NHS staff, visit www.nhsdiscounts.com
1. JOB IDENTIFICATIONJob Title: Waiting List Manager (indicative Band 6)
Responsible to: Operations Manager, Surgical Division
Accountable to: Operations Manager, Clinical Specialties Manager Regional and National Medicine Division, Business Services Manager
No of Job Holders: 1
2. JOB PURPOSE
To provide an operational overview to the Divisional Management Teams relating to all aspects of waiting list planning, capacity planning and scheduling within The Golden Jubilee National Hospital for both in and outpatient attendance.
Manage and lead effectively, the Waiting List Teams, MDT Co-ordinator & Thoracic Cancer Tracker, ensuring services are delivered efficiently and effectively, meeting the outpatient and inpatient waiting time targets including - Treatment Time Guarantee (TTG) and stage of treatment targets – (national and local), 18 week RTT targets and the 31 day and 62 day cancer pathway targets for lung cancer patients.
This is a key post, will manage and implement administrative systems to achieve NHS GJNH and National waiting time targets by:-
· Ensuring safe and timely admission, for elective surgery and other interventions
· Leading and managing the waiting list teams
· Improving efficiency by reducing inappropriate demand on services and developing and implementing best practice models
· Fully utilising capacity to deliver activity in an efficient and effective manner
· Provide regular waiting list information to the ‘operational managers’ within the three divisions
· Undertaking capacity planning to best inform medium and long term planning
3. ORGANISATIONAL POSITION
4. SCOPE AND RANGE
The following key principles are fundamental to the National Waiting Times Centre Board and it is the responsibility of the post holder to ensure these principles are embedded throughout their area of responsibility:
· Safe
· Effective
· Person Centred
Number of staff managed by the post holder:
· MDT Co-ordinator – 1.0 WTE band 4
· Cardiac Surgery Waiting List Co-ordinator – 1.0 WTE band 4
· Cancer Tracker / Waiting List Co-ordinator – 1.0 WTE band 4
· Cardiology/ NSD Waiting List Co-ordinator – 1.0 WTE band 4
· Orthopaedic / Plastic Surgery Waiting List Co-ordinator – 1.0 wte band 4
· Ophthalmology / General Surgery / Endoscopy Waiting List Co-ordinator – 1.0 wte band 4
· Generic Waiting List Co-ordinator – 1.0 WTE band 4
The post holder is also responsible for negotiating additional lists and monitoring/ managing the costs associated with these, aiming to minimise use of WLI, liaising with Consultants and operational managers within the divisions as appropriate.
Other key staff with whom the post holder will interact include:
· Divisional Management Teams
· Operational and Strategic Clinical Leads
· Consultant Medical Staff
· Information Manager
· Clinical Nurse Managers/Nurse Practitioners
· Senior Allied Health Professionals
· Referring Health Boards
· Secretarial / Clerical staff
The post holder has responsibility for all GJNH outpatient and inpatient waiting lists, current services include:
Corporate Division / Surgical Specialties Division / Regional and National Medicine Division
· Orthopaedic Surgery
· Plastic Surgery
· Ophthalmology
· General Surgery
· Endoscopy / · Thoracic Surgery
· Cardiac Surgery / · Interventional Cardiology
· NSD Services (including SACCS, SPVU and AHF)
5. MAIN DUTIES/ RESPONSIBILITIES
Performance and Targets
· Collate and analyse complex data, contribute to and monitor NHS NWTCB plans to achieve all relevant waiting times targets.
· Consider proactively, best practice arrangements which would support modernisation of services where this will have an impact on numbers waiting and / or waiting times and take steps to identify requirements for appropriate action in these cases.
· Implementing arrangements to audit progress against targets to ensure daily compliance with guarantees.
· Responsible for production of activity reports by speciality (including Heart MDT activity) for ‘Operations Managers’ on a monthly basis
· Lead, plan and negotiate with MDT to ensure full utilisation of theatre and Cath Lab sessions.
· Produce reports on waiting times for all NWTCB patients for presentation to and scrutiny by the Performance and Planning Committee and NWTCB Board on a 6 weekly basis
· Supporting Booking Office staff when necessary to assess content of referrals to ensure accurate appropriate allocations to waiting lists.
· Cross cover Cardiology Waiting List Coordinator and Scheduler during times of absence
Capacity Planning and Service Improvement
· Develop the role by using best practice and continuously improve own knowledge and knowledge base of all staff.
· Develop improvements to the management of the waiting lists e.g. through monitoring, analysing and reporting on cancellations/DNA’s/ CNAs and Theatre/Cath Lab utilisation across all sites and formulate plans to ensure improvement/reduction.
· Formulate planning strategies to further the development of future service provision.
· Monitor and evaluate future capacity/resources against demand and where demand outstrips capacity develop and lead on securing additional capacity and ensure patient pathways are in place to access this capacity.
Workforce / Staff Governance
· Manage the Waiting List Teams and Heart MDT Coordinator to ensure that waiting time targets, including cancer waiting time targets are achieved while ensuring that patients clinical needs have been evaluated to ensure timely access to surgery/.intervention.
· Ensure that all staff and members of the waiting list team receive regular training and are aware of, and work within Division policies and procedures to ensure that safe working practices are maintained for both patients and staff.
· Contribute to the development, implementation and monitoring of NWTC Corporate and local induction programmes, recruitment, staff appraisal and performance management.
· The post holder is responsible for managing the pays budget associated with the direct staff reports, and to contribute to the efficient and effective use of WLI budgets.
· Act as an exemplary professional role model.
· Ensure that the on-going personal development and professional education needs of the Waiting List Team and Heart MDT Coordinator are identified and appropriately met and correctly documented using PDRs and regular reviews and appraisals.
· Proactively manage attendance and performance of direct reports with support from ‘Operational Managers’ and Human Resource team.
· Ensure direct reports are up to date with all mandatory training courses.
Governance and Risk
· Act timeously in resolving patient concerns or complaints effectively through investigating and responding at local level and escalate as appropriate.
· Actively contribute to specific initiatives within the multidisciplinary team, in the development, implementation and maintenance of policies, procedures, standards and protocols of the Waiting List Service throughout NWTCB
6. SYSTEMS AND EQUIPMENT
The post holder is responsible for the safe / correct use of the following equipment when used by others.· Microsoft Word, Excel, Outlook, Power point and Microsoft project
· Datix
· QPuse
· SSTS
· eKSF
· eESS
· Trakcare (PAS)
· SCI Gateway
· Opera
· Sharepoint
· Report Manager
· Photocopier
· Fax Machine
· Telephone
· Clinical Information Systems e.g. CaTHi, SCI Store, RIS, Clinical portal etc.
· Internet and Intranet systems (e.g. sharepoint)
7. DECISIONS AND JUDGEMENTS
· The post holder will make autonomous decisions relating to the management of waiting lists on a daily basis, including the provision of advice to the waiting list team.