Job summary
The post holder will be responsible for working alongside the TLHC navigator. This role will make an active contribution to the management and co-ordination of the work of the TLHC service alongside secretarial support for the 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.
Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improv
Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
Main duties of the job
Ensure data is collected in 'real time' as patients pass through their referral, diagnostic and treatment pathway to meet the national statutory waiting time targets and provide data that will support clinical staff in delivering quality patient care
Ensure clinical teams understand and apply national data definitions and are able to use the Trusts cancer tracking/information database.
Collect data from a variety of sources e.g. patient case notes, MDT meetings, clinical and administrative staff, to ensure all documentation is adequately maintained, and accurately enter data into required computer databases including Waiting Times and clinical databases
Assist in data collection, analysis and the production of reports when required for the Trusts Management Teams, Lead Clinicians, the National Cancer Registry, Network audit programmes and service agreements to meet the Trusts statutory requirements.
Ensure that all data is kept securely to maintain the confidentiality of staff and patients at all times
Work to reporting deadlines and inform line managers in advance of potential problems
Ensure that all data items are completed as necessary and in accordance with agreed data definitions so local processes and outcome data can be compared with national benchmarks
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.
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.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Job description
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.
Working with the TLHC coordinator and NOLCP navigator to ensure that patients are proactively managed and are pulled though the administrative systems designed to support their care journey.
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.
Working with the TLHC and NOLCP navigator to ensure that all outpatient clinical sessions for these services are booked with appropriate patients, in an effective and efficient way.
Ensure correspondence received into the department is dealt with efficiently and effectively.
Attend specialty meetings as required, including covering the booking and attendance at TLHC MDT.
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.
Carry out any other duties as directed by the Clinical Administration Manager/Specialty Co-ordinator.
Data Administration
Ensure data is collected in real time as patients pass through their referral, diagnostic and treatment pathway to meet the national statutory waiting time targets and provide data that will support clinical staff in delivering quality patient care
Ensure clinical teams understand and apply national data definitions and are able to use the Trusts cancer tracking/information database.
Collect data from a variety of sources e.g. patient case notes, MDT meetings, clinical and administrative staff, to ensure all documentation is adequately maintained, and accurately enter data into required computer databases including Waiting Times and clinical databases
Assist in data collection, analysis and the production of reports when required for the Trusts Management Teams, Lead Clinicians, the National Cancer Registry, Network audit programmes and service agreements to meet the Trusts statutory requirements.
Ensure that all data is kept securely to maintain the confidentiality of staff and patients at all times
Work to reporting deadlines and inform line managers in advance of potential problems
Ensure that all data items are completed as necessary and in accordance with agreed data definitions so local processes and outcome data can be compared with national benchmarks
Job description
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.
Working with the TLHC coordinator and NOLCP navigator to ensure that patients are proactively managed and are pulled though the administrative systems designed to support their care journey.
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.
Working with the TLHC and NOLCP navigator to ensure that all outpatient clinical sessions for these services are booked with appropriate patients, in an effective and efficient way.
Ensure correspondence received into the department is dealt with efficiently and effectively.
Attend specialty meetings as required, including covering the booking and attendance at TLHC MDT.
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.
Carry out any other duties as directed by the Clinical Administration Manager/Specialty Co-ordinator.
Data Administration
Ensure data is collected in real time as patients pass through their referral, diagnostic and treatment pathway to meet the national statutory waiting time targets and provide data that will support clinical staff in delivering quality patient care
Ensure clinical teams understand and apply national data definitions and are able to use the Trusts cancer tracking/information database.
Collect data from a variety of sources e.g. patient case notes, MDT meetings, clinical and administrative staff, to ensure all documentation is adequately maintained, and accurately enter data into required computer databases including Waiting Times and clinical databases
Assist in data collection, analysis and the production of reports when required for the Trusts Management Teams, Lead Clinicians, the National Cancer Registry, Network audit programmes and service agreements to meet the Trusts statutory requirements.
Ensure that all data is kept securely to maintain the confidentiality of staff and patients at all times
Work to reporting deadlines and inform line managers in advance of potential problems
Ensure that all data items are completed as necessary and in accordance with agreed data definitions so local processes and outcome data can be compared with national benchmarks
Person Specification
Qualifications
Essential
- Proven good general standard of education (GCSE grade 4-9 (A-C) English and Mathematics)
- Proven OCR III keyboard skills or equivalent demonstrable experience
Desirable
- AMSPAR or equivalent demonstrable experience
- Proven NVQ III in Administration or equivalent demonstrable experience.
Knowledge and Experience
Essential
- Excellent IT skills, in particular in Microsoft Excel
- oDemonstrable experience with data management and presentation
- oDemonstrable experience working within a busy admin' environment
- oProven knowledge of waiting list management
- oProven knowledge of patient management systems
Aptitude and Abilities
Essential
- Good communication skills, both written and verbal
- Analytical mind
- Problem solving skills
- Advanced and accurate keyboard skills
- Use to working with staff at all levels
- Ability to deal with difficult / anxious people using tact and diplomacy
- Ability to resolve conflicting situations
- Ability to use own initiative
- Knows when to seek advise
- Ability to prioritise workload and work to deadlines
- Ability to multi-task
- Ability to deal with complex situations
- Excellent organisational skills and good attention to detail
- Ability to work within an agreed performance and quality framework
Dispositio, Attitude and motivation
Essential
- Team player, but also able to work under own initiative
- Handle sensitive information (performance / political / patient level) with appropriate discretion
- High level of concentration to be sustained for long periods
- Does not accept poor behaviour from self or others
- Dedicated
- Motivated to learn new skills
- Positive attitude in all circumstances
Other factors
Essential
- Able to work flexible hours to support colleagues
Person Specification
Qualifications
Essential
- Proven good general standard of education (GCSE grade 4-9 (A-C) English and Mathematics)
- Proven OCR III keyboard skills or equivalent demonstrable experience
Desirable
- AMSPAR or equivalent demonstrable experience
- Proven NVQ III in Administration or equivalent demonstrable experience.
Knowledge and Experience
Essential
- Excellent IT skills, in particular in Microsoft Excel
- oDemonstrable experience with data management and presentation
- oDemonstrable experience working within a busy admin' environment
- oProven knowledge of waiting list management
- oProven knowledge of patient management systems
Aptitude and Abilities
Essential
- Good communication skills, both written and verbal
- Analytical mind
- Problem solving skills
- Advanced and accurate keyboard skills
- Use to working with staff at all levels
- Ability to deal with difficult / anxious people using tact and diplomacy
- Ability to resolve conflicting situations
- Ability to use own initiative
- Knows when to seek advise
- Ability to prioritise workload and work to deadlines
- Ability to multi-task
- Ability to deal with complex situations
- Excellent organisational skills and good attention to detail
- Ability to work within an agreed performance and quality framework
Dispositio, Attitude and motivation
Essential
- Team player, but also able to work under own initiative
- Handle sensitive information (performance / political / patient level) with appropriate discretion
- High level of concentration to be sustained for long periods
- Does not accept poor behaviour from self or others
- Dedicated
- Motivated to learn new skills
- Positive attitude in all circumstances
Other factors
Essential
- Able to work flexible hours to support colleagues
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
