Job Summary
To be responsible for undertaking a wide range of secretarial and administrative duties in the provision of administrative support for the facilitation and co-ordination of the multi-disciplinary (MDT) team meetings and high-quality administrative support through managing all referral related work based in the hub.
Duties can include but are not limited to, the processing of information (electronic and hard copy) in a timely manner, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers in accordance with current policies, including the use of the electronic referral service (ERS).
Generic Responsibilities
Equality, Diversity & Inclusion
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff members have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff members have a responsibility to ensure that patients and colleagues are treated with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
The Lewisham Care Partnership (TLCP) is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
TLCP is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within TLCP to look for opportunities to improve quality and share good practice.
TLCP continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the line manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff members are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff members are to recognise the significance of collaborative working. Team work is essential in multidisciplinary environments. Effective communication is essential and all staff members must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
All TLCP employees must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff members will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff members must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are members of staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
As part of TLCP, staff members are required to dress appropriately for their role. Administrative staff will be provided with uniforms whilst clinical staff must dress in accordance with their role.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 20 days leave each year, and should be encouraged to take all of their leave entitlement.
Primary Responsibilities
The following are the core responsibilities of the Referral Hub Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
MDT Management
* Produce a list of patients to be discussed at the meeting and distribute to all members prior to the meeting.
* Liaise with other organisations and MDTs in order to obtain relevant clinical data on patients attending the service, including imaging and pathology results.
* Ensure that there are processes in place so that MDT decisions for treatment are recorded in patients' medical records and outcomes are actioned.
* Establish, develop, administer and coordinate MDT meetings at the hospital
* Record and monitor attendance at the MDT meeting.
* Support the MDT in audits and analysis of cancer data collected, ensuring all activity is correctly captured and submitted to national and local audits as required.
* Be proactive in designing and implementing initiatives to improve data quality within the organisation.
* Liaise with the Governance Team to ensure required systems and processes are in place relating to MDT and data is captured for robust governance including regulatory compliance
* Develop and keep up to date required MDT pathway documentation including Standard Operating Procedures
Communication
* Communicate clearly, effectively and appropriately with the multidisciplinary team.
* Administer and attend meetings and disseminate information as required including preparing documentation and taking minutes for the multi-disciplinary team meetings.
* Ensure the timely and efficient transfer of information between organisations involved in the results pathway, adhering to agreed communication pathways and protocols.
Referral Hub
* Processing and management of all referrals for the practice using ERS, Internal Systems, Email etc.
* Typing letters and associated documentation as required
* Action all incoming referral task, emails.
* Manage worklist in eRS
* Maintain and Manage Advice and Guidance as per the protocol.
* Referral Safety netting audit
* Advice and Guidance Management
* Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently
* Manage all enquires in an effective manner
* Maintain an accurate referrals database
* Manage all clinical and non- clinical administrative queries/task as necessary
* Carry out system searches/audit as requested
* Clinical/patient queries, report/results/clinic letter chasing
* Collate required data for reporting purposes
* Be prepared to take on additional responsibilities where reasonable such as referral management as and when the hub expands to take on this additional workload.
* Weekly Failsafe
Secondary Responsibilities
In addition to the primary responsibilities, you may be requested to provide additional duties as the hub evolves with changes to TLCP.
a. Partake in audit as directed by the audit lead
b. Partake in efficiency and development of the referral hub as per TLCP vision and requirement
Person Specification – Referral Hub Administrator
Qualifications
* Educated to GCSE level or equivalent
* GCSE Mathematics & English (C or above)
* NVQ Level 2 in Health and Social Care
Experience
* Experience of minute taking
* Experience of MDT Meeting Coordinator/Mgmt
* Experience of establishing effective office administrative systems
* Experience of working in a health care setting
Skills
* Understanding of medical terminology
* Excellent communication skills (written and oral)
* Excellent IT skills
* Clear, polite telephone manner
* Competent in the use of Office and Outlook
* EMIS user skills
* Effective time management (Planning & Organising)
* Ability to work as a team member and autonomously
* Good interpersonal skills
* Problem solving & analytical skills
* Ability to follow policy and procedure
Personal Qualities
* Polite and confident
* Flexible and cooperative
* Motivated
* Forward thinker
* High levels of integrity and loyalty
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
Other requirements
* Flexibility to work outside of core office hours
* Disclosure Barring Service (DBS) check
Job Type: Fixed term contract
Pay: Up to £15.00 per hour
Work Location: In person