Main duties of the job
The post holder will be responsible for making an active contribution to the management and co- ordination of the work of the secretarial team. This will include
* ensuring the delivery of a high quality service to the clinical teams
* enabling the delivery of all access standards
* compliance with administrative process, policy and guidelines
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission.
We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job responsibilities
* Have knowledge of the latest local and national access standards and targets relevant to the specialty.
* To support the proactive management of all relevant waiting lists and target reports, ensuring that patients do not breach their target waits including 2ww patients in accordance with local and national guidelines.
* Ensure that patients are proactively managed and are pulled though the administrative systems designed to support their care journey e.g. obtaining diagnostic results for review, DNAs, removal from waiting lists, expediting referrals etc
* Ensure that all data quality issues are minimised.
* Action data quality and other reports as directed by the Clinical Administration Manager.
* Updating databases and audit management where relevant.
* Ensure you follow the Trusts APN guidelines and any other standard processes within the Trust.
* Ensure that all outpatient clinical sessions are booked with appropriate patients in an effective and efficient way who do not require the support of the OAC department.
* Ensure correspondence received into the department is dealt with efficiently and effectively.
* Attend specialty meetings as required.
* Ensure that standard process is followed with regard to the management of clinic cancellations.
* Ensure that inpatient and/or day case admissions and theatre bookings are managed in accordance with clinical protocol and Trust policy, where relevant.
* Ensure that patients who are on a long-term condition pathway are managed in accordance with clinical protocol and trust policy, where relevant.
* Ensure that patient case-notes are managed in accordance with Trust policy
* Ensure that telephone queries from colleagues and from patients are both answered and dealt with in a timely way.
* Be fully conversant and comply with all Trust standard processes, policies and guidelines.
* Actively contribute towards the achievement of all administrative quality and performance standards
* Take an active role in all processes designed to support the clinical pathway.
* To support the management of clinical commitments and the diaries for the relevant clinical team.
* Respond in a prompt fashion to all complaints in order to minimise the risk of them becoming more formal, seeking advice where necessary
* Communicate with all levels of Health care staff, including GPs and deal with anxious patients and their relatives/carers with tact, patience and discretion.
* Cover colleagues during annual/sick leave. Supervise new staff/students and support colleagues/other staff when required.
* Use the Trust IT systems on a daily basis to produce and extract information for patient care.
* Provide general administrative support to the clinical team and the clinical pathway as appropriate.
For further details please see the attached JD & PS
Person Specification
Knowledge & Experience
* Proven ability to work within a clinical office scenario.
* Demonstrates good levels of computer literacy.
* Proven knowledge of waiting list management.
Qualifications
* NVQ level 3 in either business administration or related subject or equivalent demonstrable experience.
* Proven OCR III keyboard skills or equivalent demonstrable experience.
* Demonstrable ability to deal with difficult/anxious people using tact and diplomacy.
* Demonstrable ability to resolve conflicting situations.
* Demonstrable ability to use own initiative.
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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