Job Description

Job Title Transport Controller

Contract Type:

Permanent

Salary 31,160 - 33,000 based on experience

Work Location :

Across site

Reports to Business Intelligence Lead

1. Job Purpose:

To ensure effective and efficient day-to-day operation within the patient transport service by coordinating the distribution of patient journeys. Supporting crews by utilising accurate information to ensure the correct needs are met for patients and their journey requirements.

The Post holder will ensure all journeys present, and future is planned accurately, taking into consideration our patent requirements, i.e., care packages, mobility, age, medical condition and assigning the correct resource that will provide an assured and safe patient transfer in and out of our hospitals. Specifically, they will:

Actively supporting a member of his/her team in ensuring that all operational resources are used efficiently by identifying continuous ways of improving our patient planning and allocation protocols. Using the transport Cleric system and other transport tracking system for the management of ambulance staff on a day basis

2. System & Data Management

The post holder will be responsible for analysing and interpreting datasets, highlighting data driven results to senior managers, highlighting the significance of insights and findings to the relevant parties. They will also ensure data accuracy for all data management for the department, this will include data cleanse, information storing, super user of the Transport booking system (Cleric) and manage/roll out training of all Transport IT related infrastructure for the department. Support in designing and preparing training rollout out plan for all transport system for all users, clinical and non-clinical, Personal Digital Assistant training (PDA) for the drivers. Select the most appropriate analytical techniques and apply these too large and complex datasets. Bring excellent analytical skills grounded and appropriate to the service - Non- Emergency Patient Transport Service (NEPTS). Provide input on existing projects as needed, providing advice on methodologies on data and analysis. Conduct analysis to a high methodological standard. Provide advice to other team members about how methods can be applied and support the development of other team members. Ensure a close working relationship with the other regional functions e.g., Finance, Strategy & Compliance, ensuring a joined-up approach across our various hospital sites teams. Work with other department teams and their staff, to ensure that all aspects of patient care/transport are aligned to support organisational values. Provide input to help teams understand Transport peaks and trends and develop the planning guidance.
3.

Improving Patient Pathways

Responsible for the continuous review of patient journey on the transport system Cleric. Conduct spot checks to identify duplicate journeys, with a view of reducing /removing these from the system. Work collaboratively with teammates and other colleagues within the organisation as one to improve productivity of the services. Ensure that all Patient Transport data is backed up on a daily basis, All missing time stamps and exceptions recorded accurately.
4.

Communication

Ensure that the communication with our patients is prioritized should there be any delays or errors in transport provision. Contact patients prior to their appointment, to make them aware of their appointment, check their mobility status, address details and to advise them of approximate collection time, thus minimizing lost journeys. To consult with members of the Trust to ensure the smooth running of the service, giving advice and guidance on making transport bookings or how to book transport using the online transport portal. Respond to all informal concerns and complaints coming into Patient transport control team to avoid escalation and to document all complaints or commendations via the daily control daily handover. To ensure the establishment and maintenance of good customer relations with all transport users, collaborating with them to ensure that mutual requirements are met. Team members should have the ability to deal with complex, sensitive, and confidential matter and data is recorded and stored safely and appropriately in line with procedures. Must ensure that personal information for patients; members of staff and all other individuals; are accurate, up to date, kept secure and confidential at all times in compliance with the Data Protection Act 1998, the Caldicott principles and the common law duty of confidentiality. Maintain excellent communication between controllers and the in-house ambulance and contractors' drivers.
5.

Collaboration

Support and motivate ambulance drivers to create a climate within the services characterised by high standards and openness. Ensure the contributions and perspectives of all staff are heard, valued and to influence management decision making. Report ambulance staff sickness and update journey plans on the Cleric system. Consult with Operation Managers where operational staff fails to comply with the organization's policies, procedures, or SOP's. To communicate with Operation Managers highlighting significant service pressure when they arise. Must be aware of individual responsibilities under the Health and Safety at Work Act and identify and report, as necessary, any untoward accident, incident, or potentially hazardous environment. Flexibility is required as the post holder will be required to cover annual leave/sickness absence for the night control team.

6. Information Management

Support in the development and delivery of information sharing systems within the Control teams and the wider organisation. Support in the development of knowledge and information sharing based on the data within the NEPTS Cleric system. Highlight exceptions and risks ensuring mitigating action are taken. Drafting reports summarizing status on issues, appraising outcomes, and providing progress reports for the Managing Director. Present as required, qualitative and quantitative information and lead appropriate analysis to develop robust business cases and contribute to delivery of service improvement. Analyze, interpret, and present data to highlight issues, risks and support decision making. Plan, develop and evaluate methods and processes for gathering, analyzing, interpreting, and presenting data and information. Support in the delivery of projects to comply with key performance indicators, and best practice guidance.

7. Planning and Organization:

Working closely with the rest of the team to ensure projects, services and initiatives are delivered on time, to quality standards and in a cost-effective manner, adjusting plans as required. Identifying interdependencies across projects/functions, potential impacts on other clinical departments/patients, resource requirements and building contingency and adjustments, as necessary. Determine the development of performance and governance strategies and the development and implementation of improvement programs, in accordance with organisation priorities. Determine short-, medium- and long-term business plans, achieving quality outcomes.

Criteria Description

Physical:

The post holder is occasionally exposed to episodes of light exertion, for example, whilst moving and handling equipment. Standard keyboard skills required. The post holder may occasionally be required to lift, push, and pull objects, using trolleys in accordance with company manual handling guidance. There are frequent times they will be required to sit, stand, or walk.

Emotional :

The post holder will be more than likely exposed, more than once a month, to circumstances that are distressing or emotional e.g., employee relations issues. They will frequently be required to support staff/patients/clients during discussions and decision-making processes. The post holder must be able to work successfully under pressure of time and resources. They may have to deal with staff and occasionally patients and their families who are angry/upset/tearful. Staff members will occasionally be exposed to emotive situations while working E.g., Death, child protection issues/cases.

Person Specification:

Qualifications :

Educated to degree level or NHS Experience equivalent. Geographical knowledge of the local area to be worked within Logistical experience in the transport industry or formal logistics qualifications Experience in transport or similar. Detailed understanding of the NEPTS system - Cleric

Experience :

To manage workload effectively Should have an appreciation of considering competing priorities the relationship between the and tight deadlines CCG, the Patient User Group and Clinical groups. Understands the need to work collaboratively with internal and external stakeholders to Experience in a management achieve positive outcomes. position. In-depth knowledge of NEPTS systems -Cleric, as it applies to fleet planning, controlling and allocation. Good communication, negotiating and presentation skills. IT literacy and initiative to extract information regarding transport

Communication :

Ability to preset data in a meaningful way to highlight performance and issues. Ability to prioritize workload, work under pressure and deliver results. Adaptability, flexibility, and ability to copy with uncertainty and change. Excellent communication, presentation and report writing skills. Good communication, negotiating and presentation skills.

Knowledge

Data security awareness around GPDR and Patient Confidential Information Understanding of Data Protection Act. Freedom of Information Act

Skills:

Outstanding written and verbal skills - Computer skills. Ability to articulate and persuade others and represent / function as an ambassador to the Department. Excellent interpersonal and people management skills. Commitment to the principles of customer care Flexible, adaptable, diplomatic, and courteous Must be able to use initiative to decide relevant actions and make recommendations with the aim of improving service KPI Ability to articulate and persuade others and represent / function as an ambassador to the Department. Excellent interpersonal and people management skills. Flexible, adaptable, diplomatic, and courteous

Other

Professional pro-active attitude. Demonstrates a strong desire to improve performance and make To develop organizational difference by focusing on goals Adaptability, flexibility, and ability to copy with uncertainty and change. Professional calm and effective manner.
Job Types: Full-time, Permanent

Pay: 30,160.00-31,668.00 per year

Benefits:

Company pension Free parking Gym membership Health & wellbeing programme On-site parking
Schedule:

Day shift Monday to Friday Night shift Overtime Weekend availability
Work Location: In person

Application deadline: 15/03/2025