Antenatal Access Manager

This Office Manager post requires responsibility for the management of the Antenatal Access clerical team, ensuring an efficient service is provided while optimising the use of resources. The job requires a high level of liaison with other hospital departments and the Directorate Management Team., · To manage the team, ensuring that all appropriate services are involved. This includes highlighting problems or delays with appointments and taking appropriate action where required.
· Updating systems (eg. Digicare / K2) to meet the needs of service demands for example making changes to clinicians' templates.
· Ensure sufficient allocation of clerical staff within the team to maximise effectiveness, working in conjunction with the Community Administration Manager to ensure both areas are adequately staffed.
· To monitor current activity and consider changes to future activity to ensure national standards will be achieved within appropriate timescales. To make a judgement on corrective action and adjust accordingly
· Ensure performance of the team is monitored and make changes when necessary to ensure effective utilisation of resources.
· Cross cover as required within the patient access centre when support is required across other teams., · To manage the team, ensuring that all appropriate services are involved. This includes highlighting problems or delays with appointments and taking appropriate action where required.
· Updating systems (eg. Meditech / K2) to meet the needs of service demands for example making changes to clinicians templates.
· Ensure sufficient allocation of clerical staff within the team to maximise effectiveness, working in conjunction with the Community Administration Manager to ensure both areas are adequately staffed.
· To monitor current activity and capacity and consider changes to future activity to ensure national standards will be achieved within appropriate timescales. To make a judgement on corrective action and adjust accordingly
· Ensure performance of the team is monitored and make changes when necessary to ensure effective utilisation of resources.
· To implement Trust policies and local directorate procedures for own area.
· To participate in the formulation of directorate and local policies and comply with Trust policies.
· To have an understanding and awareness of financial constraints.
· To exercise independent judgement when dealing with enquiries from patients, staff, relatives and Healthcare Professionals and resolving where possible.
· Responsible for clerical staff recruitment and retention, including shortlisting, interviewing, local induction, mandatory training, absence management, appraisal, disciplinary and capability procedures.
· To ensure that the clerical service is adequately staffed at all times, organising working hours and staff leave effectively.
· To complete monthly payroll returns and including overtime payments and ensure ESR is updated accordingly with staff changes.
· To ensure good communication and effective relationships are maintained both within the clerical team and with health professionals, internal and external, to provide an effective service.
· To receive regular communications and deliver to the clerical team.
· Validation and monitoring of patients waiting for appointments in K2, ensuring the chronological scheduling of these.
· To line manage members of the administration team, including compliance with standard operating procedures.
· To support the Operational Services Manager and Divisional Manager by ensuring resources are used appropriately.
· To lead and motivate a team of Appointment Co-Ordinators and Call Handlers.
· To deputise when required and as appropriate for the Patient Access Manager.
· To work with the Divisional Management Team to understand the forth coming activity schedules and ensure there is adequate capacity to meet demand, co-ordinating leave, cover, clinic backfill or additional capacity as required.
· To perform departmental audits.
· To monitor waiting times for follow up and produce trajectory plans to reduce backlog.
· To oversee the booking of antenatal appointments.
· To work with the Information Team and Operational Managers to develop Patient Target Lists to ensure patients receive appointments at the clinically appropriate gestation.
· To work with the Information Team to develop reports to monitor DNA/cancellation rates and clinic utilisation.
· To assist with regular review of appointment letters and text reminders sent to patients in line with the media type of clinic (ie. face to face / virtual / telephone).
· To assist the Appointment Co-Ordinators in maintaining processes relating to smooth running of the appointment systems (Meditech / K2 / e-Referral)
· To develop, maintain and audit a Quality Management System (QMS) for processes relating to appointments.
· To provide line management support to the Appointment Co-Ordinators and Call Handlers, maintaining staff records in relation to sickness, absence, training etc.
· To oversee the Appointment Co-Ordinators and Call Handlers workload ensuring prioritisation of workload and cover in times of absence.
· To work with the Patient Access Manager to hold regular monthly meetings and daily briefings to foster development of the Early Access administration team.
· To promote good communication amongst all service staff.
· To be a 'super user' of Meditech, ERS, CRIS and K2 Athena with regards to appointment scheduling and clinic management, providing expert knowledge and support to the Early Access Team.
· To manage waiting lists in K2 Athena ensuring timely and appropriate bookings, resolving or escalating as required.
· To assist with the training and development of Early Access Admin Staff.
· To ensure appropriate management of patients who DNA (do not attend).
· To ensure that the needs of patients with additional requirements (e.g. disability, interpreter, etc.) are appropriately met.
· To support the team in the cancellation of clinics at short notice and telephone patients to inform them of the cancellation. To act as the point of escalation to deal sensitively with any concerns, complaints or issues raised.
· In conjunction with the Patient Access Manager, be responsible for the recruitment of temporary or permanent Early Access Staff.
· To be conversant with all activities within the Early Access Team to provide cover in time of absence.
· To monitor office supplies and be able to order replacements
· To ensure national, Trust and departmental policies and procedures are understood and adhered to by the Early Access administrative team.
· To ensure services are run to a high standard and adapt to meet changing needs to the service, suggesting and implementing changes as required and monitoring their effectiveness.
· To contribute to introduction of new IT applications and any other modernisation initiatives.
· To undertake project work as delegated by the management team.
· On occasion travel to other hospital sites or meeting locations as required.
· In conjunction with the Information Team, deliver training to new recruits following the training and competency framework for Meditech and K2 Athena.
· Attend weekly meetings with the Patient Access Manager to review and close incidents, identifying trends and creating actions plans.
· To support with the development of Standard Operating Procedures across Early Access.
Liverpool Women's NHS Foundation Trust has a responsibility and is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and for ensuring that they are protected from harm. Every employee of the Trust has a responsibility and is duty bound always to act in the best interest of a child or adult about whom we may have concerns.
Trust policy requires the cost of DBS applications be recovered via salary. The amount of £21.50(standard) or £41.50(enhanced) can be deducted from salary, in manageable monthly instalments for up to 3 months following commencement in post.
The Trust is committed to creating a well-managed,flexible working environment that supports staff & promotes welfare & development. We are committed to promoting equality and diversity;we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community.We operate Zero Tolerance to aggression, violence, bullying and harassment.We will make reasonable adjustments to ensure our recruitment & selection process is accessible to all.Flexible Working applications will be considered.
If you are disabled and have special support needs in applying for a job, attending for an interview or in undertaking any tests as part of a selection process, please contact the Trust's recruitment team on and someone from that team will ensure that the recruiting manager is aware of your particular needs.
Please Note:new entrants to the NHS will normally commence on the first paypoint of the relevant band.
LWH has a responsibility & is committed to safeguarding & promoting the welfare of children, young people & vulnerable adults & for ensuring that they are protected from harm. Every employee of the Trust has a responsibility & is duty bound always to act in the best interest of a child or adult about whom we may have concerns.
Liverpool Women's Hospital is committed to having a workforce that is representative of the communities we serve. To this end, we particularly welcome applicants from racially minoritised backgrounds, who have a disability, or are members of the Armed Forces, Reservists or Veterans.
For agenda for change banded roles; salary payments will reflect the 2023/24 pay scales. The 2024/25 pay scales will be paid in October 2024 including any backpay due. Therefore should the successful applicant start in post prior to October, the salary will initially reflect the 2023/24 pay scales.

You will be required to be proactive, problem solve and take initiative to support efficiency of our services. Effective communication skills are essential alongside the ability to prioritise workload.

Liverpool Women's delivers the highest standards of care for women, babies and their families. Each year we deliver over 8,300 babies, carry out over 10,000 gynaecological procedures, and care for over 1,000 poorly and preterm newborns, making us the specialist provider of health services for women, babies and their families in Europe.
We have some of the leading experts in their field, and, after featuring on One Born Every Minute, Miracle Babies and Special Baby Unit, our teams are famous across the world for their professionalism, skill and compassion.
Liverpool Women's Hospital clinical services are currently being reviewed by NHS Liverpool Clinical Commissioning Group, following work done by our clinicians in presenting a powerful case for change in the Future Generations Strategy.
A useful information booklet is available about the proposed changes which can be downloaded from the Healthy Liverpool website facebook.com/healthylvpool. This booklet clearly states that 'there is absolutely no threat to the services themselves - this is about making what we have even better and protecting services for the future'.
Liverpool Women's has an excellent reputation and is a centre of excellence. It is an exciting environment to work in and a great place to develop your career for many years to come.
We invite you to review why Liverpool Women's Hospital is a great place to work: https://vimeo.com/556197652
We reserve the right to close any vacancies from further applications when we have received sufficient applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role., Liverpool Women's NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm new-borns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes us the specialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving its services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women's NHS Foundation Trust is a great place to work using the links below:
Video: https://vimeo.com/556197652
Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf