Band 4 Team Leader (Band 4) - Dental-SMG OS/OM/Primary Care - Birmingham Community Healthcare N[...]

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Main area: Dental-SMG OS/OM/Primary Care
Grade: Band 4
Contract: Fixed term: 7 months (secondment cover)
Hours: Part time - 30 hours per week (08:00 - 20:00)
Job ref: 820-7075227-DEN

Site: Birmingham Dental Hospital
Town: Birmingham
Salary: £26,530 - £29,114 per annum
Salary period: Yearly
Closing: 03/04/2025 23:59

Job overview

This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Birmingham Community Healthcare NHS Foundation Trust is seeking to appoint to the role of Team Leader within Dental Services Division.

There has never been a more rewarding time to be a part of the recovery and restoration of operational delivery for services within BCHC. This very exciting role will require a motivated and dedicated individual with outstanding organisational and communication skills.

As Team Leader, you will supervise and provide daily leadership within the specialty management team for operational management and service delivery. The post holder will support and deputise for the Specialty Manager ensuring key business targets are met and to highlight areas of non-compliance.

The key focus of the role will be to manage General anaesthetic waiting lists, ensure referrals are triaged within agreed deadlines, maximising clinic utilisation, ensuring activity is captured to secure contract income whilst adhering to both local and national targets.

Main duties of the job

• The post holder will supervise and provide daily leadership within the specialty management team for operational management and service delivery.
• The post will be based in one of our Community Birmingham Sites; some travelling may be required.
• The post holder will support and deputise for Specialty Manager(s) ensuring key business targets are met and to highlight areas of non-compliance.
• Manage General Anaesthetic Waiting lists, ensure referrals are triaged within the agreed deadlines, maximising clinic capacity, and ensuring activity is captured to secure contract income.
• Ensure that all telephone bookings are carried out in accordance with the Divisional Administrative Standards and Service Standing Operating procedures (SOPs).

Working for our organisation

Be Part of Our Team...

BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics, and inpatient facilities. We deliver a wide range of services for children, young people, and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre, and one of Europe’s leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.

IMPORTANT

• Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process.
• Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details, and postal address.

Detailed job description and main responsibilities

• Work on own initiative with minimal supervision on a daily basis and oversee the day-to-day management of the specialty management group.
• Ensure that resources and processes are coordinated to deliver successful operational outcomes to include clinic utilisation, procedure coding entry, and call answering statistics.
• Application of Human Resource policies for staff within the team including recruitment, induction, disciplinary, and sickness absence monitoring taking appropriate action as required in accordance with Trust policies.
• Pro-active management of changing priorities to include the coordination of daily cover across the Specialty Management Group(s) maintaining service levels at all times.
• To be the first point of contact when dealing with concerns, queries, and complaints regarding operational service delivery associated with the Specialty Management Group and relevant patient pathways.
• To have a comprehensive knowledge of all clinics ensuring they run according to agreed clinic rules. This will include being responsible for ensuring bookings are made effectively and that clinic capacity is maximised, escalating areas of concern to Specialty Manager(s).
• To work alongside Specialty Manager(s) validating patient pathways on a regular basis through the use of information dashboards, maintaining a high degree of accuracy for prolonged periods of time.
• Responsible for the monitoring and management of waiting lists. This will include identifying problems and assessing which solutions can be dealt with using their own initiative.
• In conjunction with Specialty Manager(s), ensure that demand and capacity of clinics are revised in accordance with the agreed processes.
• The post holder will be expected to have an in-depth knowledge of all services within the Specialty Management Group as they will be expected to cover for colleagues and also alternate between services on a rotational basis.
• To be fully conversant with the National 18 week Referral to Treatment (RTT) policy and local policies to monitor compliance.
• Maintain up-to-date knowledge of all targets, processes, and clinic rules and be a subject matter expert for the Specialty Management Group.
• Development of excellent working relationships with key business partners and stakeholders such as Heads of Service, Clinicians, students, Informatics along with colleagues in other Specialty Management Groups.
• Creation and dissemination of operational performance reports on a routine and ad hoc basis for a variety of audiences, e.g., senior management meetings and specialty team meetings.
• Ensure that Patient Administration Systems (PAS) are kept up to date with operational and patient information. For example; updating and archiving clinical records and patient administration systems following notification of death. This will also involve technical updates in R4 Carestream and Patient Administration Systems.
• Involved in the planning and implementation of new business processes and contribute towards ongoing service improvement.
• Undertake an active role in projects relating to the development and evolution of the service ensuring relevant SOPs are implemented in line with service developments and redesign.
• Ensure timely completion and submission of procedure clinical coding forms on a daily basis, having been quality assured and amended by comparison to clinical records as necessary.
• Support the Specialty Manager with the validation and authorisation for cancellation of clinical sessions, ensuring patients are communicated with effectively and rebooked appropriately to minimise patient impact.
• Ensure all IT systems are configured appropriately to support clinics; i.e., correct clinic code configuration to support Service Line Activity Matric, Carestream, kiosks, text messages, and solving issues as they arise.
• Responsible for the storage, archiving, and disposal of patient records. Liaising with external stakeholders regarding data quality issues and incomplete patient records ensuring corrective measures are taken as appropriate.
• Produce staff rotas and support with the production of clinical rotas as required.
• To actively participate in the delivery of administrative tasks during periods of high demand and service needs.
• Responsible for providing reconciliation reporting for all patient-related payments.
• Report any issues or complaints as necessary through the DATIX system.
• Investigation of any incidents relating to administrative functions within the Specialty Management Group.
• Undertake audits and develop action plans ensuring compliance with data protection and agreed processes.
• Ensure that due diligence of data quality is embedded within the team(s) responsible for data entry.
• Be fully conversant with the requirements of the service specification for all services ensuring that the standards for dealing with referrals and waiting time initiatives are embedded in the team.
• Ensure all staff within the Specialty Management Group have the necessary skills and ongoing training and development to deal with queries from a range of stakeholders, to ensure a responsive and professional service.
• Ensure that records are maintained in the Electronic Staff Record (ESR) for all staff within the team, to capture information for compliance purposes and to inform the annual training needs analysis including coordination of annual leave.
• Develop and empower all members of your team to perform to high standards and innovate.
• Ensure supportive staff management arrangements are in place and carry out personal development reviews for direct reports. Ensure all staff in your team/s have annual PDR’s resulting in specific objectives and effective personal development plans in line with the Knowledge and Skills Outline Framework.
• Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objectives are included in PDR’s.
• Develop a culture that ensures that the standards of Improving Working Lives and Investors in People are achieved and maintained for all staff and that staff’s perception about their working lives are measured and improvements made.

Person specification

Qualifications

• Level 4 NVQ Diploma/ILM qualification in Business Administration (or equivalent) or equivalent experience.
• Relevant experience of processing a variety of administrative duties.
• Supervisory experience within an administration or call centre environment.
• Experience of working in a contact centre environment.
• Previous NHS experience.

Skills/Knowledge

• Excellent communication skills (written and verbal).
• Excellent organisational skills.
• Proficient in the use of Microsoft Packages, particularly Excel.
• Ability to prioritise own work and that of others.
• Ability to analyse and interpret data from multiple sources.
• Knowledge of clinical pathways including 18 weeks RTT.
• Knowledge of NHS waiting list management.
• Knowledge of Electronic Staff Record (ESR).

Personal Qualities

• Ability to work under pressure and manage conflicting priorities.
• Ability to handle confidential information appropriately.
• Excellent attention to detail.

Other job requirements

• Able and willing to travel to community locations as required.
• Is able to use VDU equipment for prolonged periods of time.

Disability Confident Employer and Guaranteed Interview Scheme

BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long-term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification. We encourage applicants to submit their applications and to request any reasonable adjustments where required.

Equality, Diversity and Inclusion

Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC is an advocate of diversity and strives to mirror the community we serve as much as possible.

We are committed to and actively promote equality of opportunity for all staff and applications from individuals from all areas of the community who meet the specific criteria are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief, and marriage/civil partnerships.

Promoting Workforce Equality

In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC is striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.

The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

Flexible Working

Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.

In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!

Birmingham Community Healthcare NHS Foundation Trust acknowledges Artificial Intelligence (AI) or Generative AI (GenAI) tools such as ChatGPT, Claude, Copilot, Gemini etc.; are powerful tools that can help you in various stages of your job application and how they can be used in certain circumstances during your application process with BCHC. You can read more about acceptable use on our internet pages here.

Benefits of working for us:

• Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements.
• Attractive relocation payment if you relocate to the local area.
• Discounts for local and national retailers.
• Dedicated well-being services for all employees.
• Flexible working where possible.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.***

Birmingham Community Healthcare NHS Trust
3, Priestley Wharf
Holt Street
Birmingham Science Park
B7 4BN

Office hours: Monday to Friday: 8.30 am - 5.00 pm

Our patients and their carers and families are the reason we're here, so we want to hear your views about the Trust and our services.