Previous NHS/healthcare administration experience is essential, applications without will not be considered. Please refer to the attached supporting documents.
Working Pattern:
Monday to Friday 9am to 5pm (none-negotiable)
The job holder will support the Gastroenterology and Endoscopy Administration Team Leader's in thedissemination of information, messages and enquiries for the Team, liaisingwith multi-disciplinary team members, other health professionals and staffwithin and external to the Organisation.
The job holder will support the Administration Team Leader and deputisetheir responsibilities where appropriate in their absence.
The surgical team consists of Gastroenterology and Endoscopy services.
Main duties of the job
The job holder will have some involvement with Clinicians and Service Managers across the Trust to ensure that patients are treated in accordance with the Organisations policy and procedures.
To provide accurate and timely administrative support in the delivery of clinical services through the processing of referrals and booking patients: management of information within the service and to external referrers, patients and clinical staff.
All activity is governed by the requirements to ensure confidentiality and security of information.
About us
Westcliffe Health Innovations was established in 2014 basedat Eccleshill Treatment Centre to deliver Consultant led high quality EndoscopyServices to NHS patients in Bradford and Leeds.
Now in 2025, Westcliffe provides a range of services to thewhole of Yorkshire and surrounding areas which includes Gastroenterology,Endoscopy, Plastic Surgery, Cardiology, ENT, Gynaecology, Vascular, Urology andDermatology and private services.
The care delivered here at Westcliffe Health Innovations hasbeen developed in a clean modern environment that has the comfort andsatisfaction of the patient at its heart, providing a safe effective service,delivered in a calm environment that is done to make the patient experience asstress free as possible.
At Westcliffe Health Innovations we will work together tomaintain a culture that develops and supports you and your team.
We strive to help our staff create a healthy work-lifebalance, to promote this we provide all staff with an extra birthday day and wellbeing day (available on satisfactory completion of the probationary period)
If you're starting out in the NHS, you will start with 27days paid annual leave (plus bank holidays), rising to 33 days plus bankholidays, if you have previous experience in the NHS we honour the continuousservice.
Other benefits include a yearly bonus scheme and access to the NHS pension.
Job responsibilities
PLEASE REFER TO THE ATTACHED SUPPORTING DOCUMENT THAT IS THE FULL JOB DESCRIPTION
Supports the Team Leader in ensuring that the provision of asecretarial service within the relevant clinical specialities is both effectiveand efficient and utilises all available resource including the secretarialsupport assistants.
PRIMARY DUTIES &AREAS OF RESPONSIBILITY
Use initiative in filtering information and be proactive indealing with routine matters, seeking support from the Team Leader.
Assist with any data collection and entry required atservice level.
Deal with telephone enquiries from patients, relatives, etc,which may be of a sensitive nature, in a constructive and sympathetic manner,referring to the appropriate person where necessary.
To ensure accuracy when administering relevant ITsystems. The systems could include EPRand/or other local IT systems.
Works in close liaison with the Team Leader and other SeniorAdministrators and administrative team to assist in the smooth running of the AdminTeams secretarial and administrative service.
Works to the SOPs developed to support patient pathways.
Assist in the training of new staff. This may includesupervising junior staff during periods of absence of the Team Leader.
The job holder will contribute to the effective andefficient running of the service highlight any areas where efficiency can berealised.
Such duties at a comparable level of responsibilityassociated with the work of the post which may vary from time to time.
To support the Senior Management Team with collating andsharing information regarding the service and be a part of decision making forfuture service development and growth.
To contribute to the operational running of the service withan ability to problem solve and work collaboratively with the other TeamLeaders.
The role will be to support all administration aspects ofthe patient pathway in line with 2WW cancer pathways and 18-week referral totreatment guidelines using NHS RTT and cancer knowledge.
Produce accurate and professional letters for the service,including ensuring all actions as stated in the clinical letter are completedas relevant. This may involve arranginga follow-up appointment, referring on to another provider or in-house for aninvestigation or simply informing the referring GP the patient has beendischarged.
Effectively and timely manage the typing generated by thespecialist clinics and ensure all typing is managed within IG guidance andpolicy.
Ensure all appropriate documentation is completed for thedischarge process and that notes are scanned onto the Patient InformationSystem (S1), following discharge
Liaise closely with clinical staff regarding patientletters, to ensure effectiveness of the service, including histology dictationand matching of reports to patient files
Answering telephone calls and taking messages for clinicaland management staff and ensuring forwarding in a timely manner.
To work as part of a team of staff who respond in a timelyand accurate manner to patient notes and queries on the clinical system.
As part of a team you are jointly responsible for theongoing development and maintenance of safe patient administration managementsystems by ensuring timely and accurate input of information on the clinicalsystem, following templates and protocols where required
You are responsible for ensuring patients receive timely andclear instruction with regard their appointment date and time includingdirection to the centres and any patient information leaflets as relevant
As part of a team you are also responsible for operatingappointments via the choose and book system, making appointments at the time ofthe phone call whenever possible
To provide general office duties such as filing, postdistribution and photocopying as relevant to your clinic areas and as part of ateam of staff providing a general admin function
To provide cover during Team Leader absences and other times of pressure on colleagues workload andhandover effectively to colleagues before your planned absences ie annual leave
To answer the telephone as part of a team of staff, pickingup general enquiries in relation to various service areas
Ensure patients are registered on System1 and case loadinginto service
To efficiently deal with tasks
Registering and booking patients: patient contact, telephonequeries, face to face queries.
You are responsible for chasing results and linking topatient notes.
Ensure reports are scanned onto patient records.
Communication
To provideexcellent customer care. To greet and speak to patients, visitors, members ofthe public and staff in a friendly, professional, and courteous manner, in linewith the Organisation Values.
To answertelephones to a pre-agreed standard, that all enquiries are dealt with in anefficient and courteous manner, including referral to other departments asappropriate.
To recordany messages clearly and accurately and deliver them promptly.
To act insuch a manner as to always maintain and protect patient confidentiality.
To providetelephone advice and assistance to patients regarding general administrativematters concerning their procedures.
To ensurethe telephone is always covered to deal with patient queries.
Toproactively deal with potential situations of conflict, to diffuse and preventpatient complaints.
Tocommunicate effectively at all levels between all departments and with seniormanagement team.
Administration
Projectwork as designated by Management.
Toinvestigate complaints regarding the service at the request of Management.
Representthe team viewpoint at any assigned Meeting
Use of MSOffice applications including Word and Excel.
Training ofall new staff to the Department in all areas
Otheractivities as and when required by the service.
Appointments
To dealwith telephone enquiries to the unit, forwarding calls or taking messages asappropriate. The post holder will be required to use initiative and tact indealing with enquiries and problems that may arise.
To providea full comprehensive appointment service using the computer system. To notifypatients of their appointments and to provide appropriate information andinstructions.
To ensureaccurate patient data on all software used.
To maintainand manage workflow to the Department.
Person Specification
Qualifications
* GCSE grade C + in English and Maths or equivalent
* Leadership courses/ line management courses
* Any other appropriate NHS courses
* Any software or IT courses
Experience
* See attached person spec
* See attached person spec
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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