ACUTE SERVICES

JOB DESCRIPTION AND PERSON SPECIFICATION

JOB TITLE: Clinical Operations Business Coordinator

BAND: 5

REPORTS TO: Clinical Operations Business Manager – Acute Services

BASE: Caludon Centre, Coventry

JOB SUMMARY

The post holder will support the Clinical Operations Business Manager with:-.
 performance, budget & procurement information and data collation, analysis,
validation and presentation. They will have the ability to manipulate and report clinical
and business activity and information and will validate and analyse to support
performance management in Acute Services.
 efficient reporting processes and achievement within reporting timeframes.
 The post holder will also support Operational Managers with data entry and use of
Trust systems e.g. ESR, Integra, Supply Chain and others.
 the timely distribution and improving quality in respect of the clinical activity and
business data and key performance indicators.

ORGANISATIONAL STRUCTURE

Associate Director of Operations - Acute Services

Clinical Operations Business Manager – Acute

(Performance, Budgets, Contracts & Procurement)

Clinical Operations Development

Leads
Clinical Operations Business
Coordinator (Performance,
Budgets, Contracts & Procurement)

JE 180029 / 26 October 2018 updated Aug 2022

MAIN RESPONSIBILITIES OF THE POST

Organisational Values:

 To assist in the processing of performance, budget and procurement data using

Microsoft packages to agreed service standards and definitions.
 To assist with the development, collection, production and processing of information
and data, including key performance indicators, to support the analysis and reporting
requirements of the Clinical Operations Business Manager.
 To be responsible for the timely and accurate production of staff-related key
performance indicators monitoring reports.
 To be responsible for the production, maintenance and dissemination of service
reports to support the performance and information data review meetings with Acute
Services Operational Managers.
 To support with the upkeep of manual data collections, when required, and help
ensure that they are kept up to date and accurate.
 To support the Clinical operations Business Manager with the development of robust
data collection methods.
 To assist in building the working knowledge of the wide range of Trust systems.
 To participate in the design, development, and management of information systems
that support the requirements within Acute Services.
 To keep abreast of current technological developments and their relevance to the
work undertaken by the Clinical Operations Business Manager.
 To become a point of contact for Acute Services Operational Managers in relation to
performance and activity queries.
 To support in the production, review and maintenance of Acute Services standard
operating procedures.
 To utilise and develop advanced skills in Microsoft Office specifically Excel
spreadsheets and Word documents for information querying, development and
presentation.
 Maintain electronic filing system, as required.
 Support the Clinical Operations Business Manager, which could involve arranging
meetings, minute taking, preparing documents and meetings agendas.

Communication

 To utilise interpersonal skills in relating to Operational Managers, team members,

corporate colleagues and ensuring effective communication within the Senior
Management Team (SMT).

JE 180029 / 26 October 2018 updated Aug 2022

  To support the Clinical Operations Business Manager in the delivery of key
messages around performance and key performance indicators across Acute
Services ensuring these are clearly communicated, developed and shared.
 Ability to communicate effectively (both verbally and written, such as the provision of
guidance documentation) with Acute Services staff and Corporate colleagues.
 To work closely and maintain constructive relationships with Operational Managers
and staff and the Trust’s Performance, Information, HR Systems and HR Information,
Procurement, Finance Teams and other colleagues.
 Ability to communicate complex data/statistical information to a range of healthcare
professionals in Acute Services with varying levels analytical.
 Assist in ensuring that good practice is rapidly shared within the service area.

Analytical and Judgemental Skills / Freedom to Act.

 Be expected to have an understanding of the key performance indicators in Acute

Services and their rationale.
 Post holder will assist the Clinical Operations Business Manager in developing
analytical processes to enable performance management in Acute Services, as
required.
 Collate, analyse, interpret and present complex performance and activity data for the
range of services provided by Acute Services.
 Support in responding to requests for information, identifying any issues and giving
guidance, where appropriate.

Planning and Organisational Skills

 Required to work flexibly responding as appropriate to unpredicted issues.

 Support the Clinical Operations Business Manager in developing and producing
accurate information and service reports that demonstrate performance trends.
 Support the Clinical Operations Business Manager in developing and implementing
effective solutions with Operational Managers and Performance Team colleagues for
capturing and reporting and performance data for Acute Services.
 Effective diary management, to ensure delivery of both ad hoc and routine requests
for information.
 Ability to organise priorities as part of busy schedule.

Physical Skills

 Well-developed IT skills.
 Will require key board skills, Microsoft Word, Microsoft Excel, Power Point and ability
to enter, retrieve and interpret data on Trust electronic systems.
 Post requires frequent periods of concentration on data over long periods of time
sometimes with unplanned interruptions.
 Driving skills.

Responsibility for Patient / Client Care

 Contact with patients/clients will be incidental.

Policy and Service Responsibilities

 Post holder will support on the performance management ensuring that staff in Acute
Services are engaged in the process.

JE 180029 / 26 October 2018 updated Aug 2022

  Will contribute in ensuring effective liaison and collaboration between Teams,
disciplines and Services within the Trust.
 The post holder will be encouraged to suggest changes to the department to improve
efficiency/productivity.
 Keep up to date with relevant policies and procedures and communicate to relevant
parties.

Responsibility for Financial and Physical Resources

 Responsible for delegated budget.

 The post holder will have a personal duty of care for all equipment used.
 Responsible for use of IT equipment in the course of the job.

Responsibility for Staff

 Supervise band 3 staff

 Promote a culture of learning.

Responsibility for Information

 Production of activity and performance reports to operational mangers in Acute

Services in a timely manner.
 Support the development and assist in ensuring use of accurate information in Acute
Services.
 Responsible for ensuring confidentiality is maintained at all times in accordance with
Trust Policy and the Data Protection Act.

Research and Development

 Support the coordination of audits, where required, as part of providing performance

information that is not generated in the electronic systems.
 Participate in staff surveys and routine audits of own work as and when required.

Physical Effort

 Requirement to drive and travel across Coventry and Warwickshire to attend

meetings and training.
 Use of computer for parts of the day in restricted position.

Mental Effort

 Frequent requirement for concentration when analysing data, preparing for and
attending meetings as well as preparing reports.
 Level of analysis and carrying out calculations on a frequent basis.
 Checking documents.
 Analysing statistics or carrying out calculations.
 Preparing reports.

Emotional Effort

 Exposure to sensitive information.

JE 180029 / 26 October 2018 updated Aug 2022

Working Conditions

 Carry out duties effectively in a range of settings and regularly using VDU.
 Driving when required.

OTHER DUTIES

1. The post holder will be required to use a computer, either a stand alone or as part of a
networked system, and will be responsible for the quality of information. The amount of
time spent on this type of work will depend on the job.

2. The Trust embraces the principles of Improving Working Lives and all staff will be
required to adhere to the standards laid down in this initiative.

3. The post holder will be required to take part in an annual performance appraisal, where
this job description will be reviewed, and objectives set.

4. The Trust has a No Smoking Policy that prohibits any smoking whilst at work.

5. To follow and adhere to the Trust’s Health and Safety Policies and instructions and
be responsible for your own and others health and safety in the work place.

6. The post holder is expected to contribute to the creation of a working environment

where every one feels respected, valued and treated with dignity

This job description is not exhaustive and may be amended in consultation with the post
holder. It should be reviewed whenever major changes have been agreed to the post and
should be reviewed as part of the annual appraisal process to ensure it remains an accurate
reflection of the duties and responsibilities undertaken by the post holder.

Safeguarding Children and Adults

All Trust staff has a responsibility to ensure the safeguarding of children, young people and
vulnerable adults. This includes attending statutory and mandatory training, adhering to local
Safeguarding Children and Adults boards’ policies and procedures and inter-agency
guidance as identified in the Trust’s Safeguarding policies and procedures.

Confidentiality

Personal information and many of the duties of this post are of a confidential nature and
disciplinary action will be taken if confidential information is divulged to inappropriate
persons.

Data Protection Act

All staff are reminded of their duties and responsibilities as employees under the General
Data Protection Regulations (2018) and in particular to ensure that Personal Data is not
negligently or unlawfully handled or disclosed to unauthorised persons.

JE 180029 / 26 October 2018 updated Aug 2022

Infection Control

As an employee of Coventry and Warwickshire Partnership Trust you are responsible for
protecting yourself and others against the risk of acquiring a Healthcare Associated
Infection. All staff, clinical or non-clinical are expected to comply with infection control
policies and procedures. You will attend the mandatory infection control training and
updates as required by the Trust.

Environmental issues

The Trust is committed to reducing its impact on the environment by preventing pollution,
continually improving it environmental performance which increases the wellbeing of staff
and patients. As a member of staff you are expected to adhere to policies to assist the Trust
in meeting its environmental and sustainability targets.

Post holder’s Signature Date:

Post holder’s Name:

Manager’s Signature Date:

Manager’s Name:

JE 180029 / 26 October 2018 updated Aug 2022

 Person Specification
JOB TITLE: Clinical Operations Business Coordinator – Band 5

HOW WEIGHTING
MEASURED? 1 – Low
A 2 – Medium
(Application 3 – High
form)
I (Interview)
Coventry and Demonstrable ability to meet the
Warwickshire Trust Values
Partnership Trust
Values A/I 3

QUALIFICATIONS A-Levels or educated to Degree A/I 2

(Business) level

Evidence of continuing professional A/I 3

and personal development

Knowledge and experience of

working with a Senior / Operational A/I 3
Manager in NHS organisations

KNOWLEDGE & Excellent working knowledge of A/I 3

SKILLS Excel spreadsheets

Attention to detail. Highly A/I 3

numerate.

Ability to analyse and interpret A/I 3

complex data

Ability to use and understand A/I 3

performance information

JE 180029 / 26 October 2018 updated Aug 2022

 Advanced keyboard use, inputting A/I 3
and manipulating data, ensuring
quality and accuracy of input and
producing reports

Good organisational skills A/I 3

Good knowledge of Acute Services A/I 3

key performance indicators

EXPERIENCE Working accurately under pressure A/I 3

Working as part of a team. A/I 3

Evidence of engaging and liaison A/I 3

with Operational Managers and
staff

Experience of working with A/I 3

performance management
frameworks

Working to tight deadlines A/I 3

PERSONAL Flexible approach to work, self- A/I 3

ATTRIBUTES motivated and able to work on own
(not covered by Initiative
values)
Excellent inter-personal skills A/I 3

Able to organise and prioritise own A/I 3

workload in a constantly changing
environment A/I 3

External customer needs – skills A/I 3

and knowledge.

Committed to own self- A/I 3

development
and organisation

Ability to drive a car A/I 3

OTHER Ability to work flexibly to meet the A/I 3

(Please specify) needs of the Team

Willing to undertake a DBS A/I 3

(Disclosure & Barring Service)
clearance

JE 180029 / 26 October 2018 updated Aug 2022

JE 180029 / 26 October 2018 updated Aug 2022