Job summary
Western Sussex Bowel Cancer Screening Programme are currently expanding due to recent age extension to include 50 and 52 year olds within the Programme and are looking to recruit a Lead Administrative Assistant to join our busy and evolving team. Ideally the candidate would have an interest in the Bowel Cancer Screening Programme and an understanding that judgements/assessments on pathways may be numerous or multi-faceted due to the complex issues regarding our patients and therefore can demonstrate their willingness to learn and develop into the role, together with a passion for continued delivery of high standards, which the programme is renowned for.
Main duties of the job
The Post holder will be responsible for the co-ordination of all patients on the
Bowel Cancer Screening Programme, their pre-assessment appointments and
colonoscopy admissions across both hospital sites, ensuring a robust
administrative procedure is adhered to enabling patients are treated within
clearly defined timescales. The Post holder will be required to work under their
own initiative managing patient access, waiting list targets, day-to-day activities
supporting and supervising the Bowel Cancer Screening (BCS) admin team
assisting clinical staff to deliver the highest standards of administrative support
possible for patients, hospital staff and any other person their duties brings them
into contact with. Liaising with Consultants and Senior Nurses across both sites
is a major part of this role.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job description
Job responsibilities
Accountable for providing an administrative service to the Western Sussex Bowel Cancer Team, supporting and supervising the admin team ensuring effective delivery of the Programme across both hospital sites.
Act as first point of contact with Regional Hub in relation to the recording of results and arrangement of nurse-led clinic appointments.
Arrange colonoscopy appointments through CAREFLOW/Blue Spier patient booking system.
Maintain and manage BCS surveillance lists and patient bookings.
Maintain regular communication with Primary Care with regards to cancer screening activity.
In conjunction with the National Team, maintain sensitive cancer screening data through the BCSP national database and CAREFLOW/Blue Spier undertaking audits as required.
Ensure smooth referral pathways are adhered to for all BCS patients.
Maintain the BCSP surveillance waiting lists and local database, which involves reviewing medical notes and extracting precise information.
Plan allocation of workload to BCS team (both sites), prioritising workload for self and others, liaising with Clinicians on a daily basis, escalating capacity or un-resolved issues to Programme Manager.
Co ordinate and set up within the cancer network educational/awareness sessions as identified by the BCSP.
Support the BCSP Manager in the development of performance reporting to the National Screening Programme, strategic groups and the wider health community.
Assist the BCSP Manager in the development of robust information systems that will support the current and future needs of the Programme.
Responsible for the production of regular and ad hoc reports for both internal and external recipients.
Represent the BCSP at meetings as appropriate. This would involve participating at appropriate level meetings and taking minutes/notes where necessary.
Collate and analyse data from various sources to meet the required reporting standards.
Participate in the development of new systems to meet changing information requirements.
Order and ensure adequate supplies of stationery, patient information leaflets, consumables and office equipment where required.
Ensure the security, maintenance and cleanliness of office accommodation and equipment.
Provide administrative/induction training to new staff (clinical and non clinical staff) and other BCS programme members where appropriate.
Comply with Trusts annual appraisal programme providing appraisals to all BCS admin staff, addressing any shortfalls in knowledge/skills/training.
Post holder may be the first point of contact, therefore requirement to demonstrate a calm but authoritative manner when dealing with difficult situations.
Responsible for the co-ordination of staff timetables during times of annual and sick leave.
Carry out other duties as appropriate to the post.
Job description
Job responsibilities
Accountable for providing an administrative service to the Western Sussex Bowel Cancer Team, supporting and supervising the admin team ensuring effective delivery of the Programme across both hospital sites.
Act as first point of contact with Regional Hub in relation to the recording of results and arrangement of nurse-led clinic appointments.
Arrange colonoscopy appointments through CAREFLOW/Blue Spier patient booking system.
Maintain and manage BCS surveillance lists and patient bookings.
Maintain regular communication with Primary Care with regards to cancer screening activity.
In conjunction with the National Team, maintain sensitive cancer screening data through the BCSP national database and CAREFLOW/Blue Spier undertaking audits as required.
Ensure smooth referral pathways are adhered to for all BCS patients.
Maintain the BCSP surveillance waiting lists and local database, which involves reviewing medical notes and extracting precise information.
Plan allocation of workload to BCS team (both sites), prioritising workload for self and others, liaising with Clinicians on a daily basis, escalating capacity or un-resolved issues to Programme Manager.
Co ordinate and set up within the cancer network educational/awareness sessions as identified by the BCSP.
Support the BCSP Manager in the development of performance reporting to the National Screening Programme, strategic groups and the wider health community.
Assist the BCSP Manager in the development of robust information systems that will support the current and future needs of the Programme.
Responsible for the production of regular and ad hoc reports for both internal and external recipients.
Represent the BCSP at meetings as appropriate. This would involve participating at appropriate level meetings and taking minutes/notes where necessary.
Collate and analyse data from various sources to meet the required reporting standards.
Participate in the development of new systems to meet changing information requirements.
Order and ensure adequate supplies of stationery, patient information leaflets, consumables and office equipment where required.
Ensure the security, maintenance and cleanliness of office accommodation and equipment.
Provide administrative/induction training to new staff (clinical and non clinical staff) and other BCS programme members where appropriate.
Comply with Trusts annual appraisal programme providing appraisals to all BCS admin staff, addressing any shortfalls in knowledge/skills/training.
Post holder may be the first point of contact, therefore requirement to demonstrate a calm but authoritative manner when dealing with difficult situations.
Responsible for the co-ordination of staff timetables during times of annual and sick leave.
Carry out other duties as appropriate to the post.
Person Specification
Scoring
Essential
- Administrative NVQ level 4 or equivalent relevant experience
- Advanced communicaton and interpersonal skills to interact with tact and diplomacy with staff and patients at all levels and departments internally and externally
- Ability to retain compusure, efficiency and a positive customer-service orientated manner during periods of peak workload with frequent interruptions, dealing with highly sensitive information whilst interacting with patients who are anxious or emotionally distressed.
- Computer proficiency and experience of using Microsoft Office applications
Desirable
- Comprehensive understanding of the Bowel Cancer Screening Programme
- Experience of using Patient Administrative System (Careflow/BlueSpier)
- Knowledge of clinic booking and procedure management
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles (as appropriate to
- Evidence of having undertaken own development to improve understanding of equalities issues
Person Specification
Scoring
Essential
- Administrative NVQ level 4 or equivalent relevant experience
- Advanced communicaton and interpersonal skills to interact with tact and diplomacy with staff and patients at all levels and departments internally and externally
- Ability to retain compusure, efficiency and a positive customer-service orientated manner during periods of peak workload with frequent interruptions, dealing with highly sensitive information whilst interacting with patients who are anxious or emotionally distressed.
- Computer proficiency and experience of using Microsoft Office applications
Desirable
- Comprehensive understanding of the Bowel Cancer Screening Programme
- Experience of using Patient Administrative System (Careflow/BlueSpier)
- Knowledge of clinic booking and procedure management
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles (as appropriate to
- Evidence of having undertaken own development to improve understanding of equalities issues
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).
