Job responsibilities
To
provide a comprehensive and high-quality administrative service to support
the multi-disciplinary teams (Consultants, their medical teams e.g. junior
medical staff or specialist nursing staff as appropriate) in delivering high
quality care to the patients of Leeds and beyond. This role will additionally make a key
contribution in improving the patient experience by supporting Directorate
teams with the movement of patients through their 18-week pathway or other
national waiting time standards as appropriate.
3. JOB DIMENSIONS
The
post-holder will:
Work as part of a team to ensure
that all clinical correspondence is turned around in a timely manner to allow
patients to move through their pathway without any delays.
Work with Consultants and their
medical teams.
Manage their workload in line with
departmental requirements.
Play a key role in ensuring that
patients move systematically through their pathways by ensuring that the next
steps are in the pipeline.
4. ORGANISATIONAL CHART
Business
Manager
Assistant
Business Manager
Assistant PSC
MDT Administrator,
Medical Secretaries and Clerk/Typists.
5. KNOWLEDGE, SKILLS AND EXPERIENCE
REQUIRED
Qualifications
Good standard of education.
Microsoft Word for Windows
Keyboard/data entry skills
Experience
Using a variety of Microsoft office
packages including word, excel and PowerPoint (essential)
Using patient information systems
such as PAS (essential) and PPM (desirable) or the ability to quickly develop
this knowledge in a short time frame.
Prioritising and managing workload
to meet deadlines (essential)
Dealing with internal and external
enquiries originating from a variety of sources including but not limited to:
staff in other Departments, patients, staff in GP surgeries (desirable)
Previous administrative experience
(essential)
Previous administrative experience
in a healthcare setting (desirable)
Skills
& Knowledge
The
candidate must demonstrate excellence and ability within the following areas:
Interpersonal and communication
skills (essential)
Organisational skills and time
management (essential)
Understanding of customer care
principles (essential)
A broad understanding of medical
terminology and its use within clinical correspondence (essential)
Ability to work as part of a team
(essential)
Ability to communicate sensitively
with a wide range of people including patients, using tact and diplomacy
(essential)
Ability to deal with sensitive and
often emotive information (essential)
Ability to deal with enquiries in
an appropriate and supportive manner (essential)
Knowledge and application of the
Data Protection Act in relation to patient confidentiality and the
appropriate care of patient information (essential).
A good understanding of relevant
Trust standards and National Waiting Time Standards e.g. 18 week wait for
patients (desirable).
Training will be offered as part of
the role to ensure appointed candidates meet this requirement during the
course of their employment.
6. THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
7. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition
8. CORE BEHAVIOURS AND SKILLS
The
individual will be expected to work well as part of a team and should be
patient focused, professional and flexible in their approach to work.
9. CORE KNOWLEDGE AND UNDERSTANDING
See
Knowledge/Skills and Experience above
10. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Clinical
Correspondence & Support to Clinical Services
Use a range of IT skills to support
the clinical work of the consultant e.g. use of databases and spreadsheets to
monitor test results for patients.
Support administrative process as
deemed appropriate by the Assistant PSC.
To support the clinical teams in
the delivery of excellent patient care by actively working with colleagues
and other Departments to ensure that all patients registered within the
service are proactively supported through their patient journey (This would
include but is not limited to: ensuring that follow-up and/or discharge
appointments have been made for patients when required escalating to the
Assistant Patient Services Co-ordinator where appointments have been booked
outside the requested timescales).
Any other general administrative
duties associated with the consultant/clinical team outpatient and inpatient
workload.
Answer phone calls and deal with
enquiries relating to patients and clinical work from a variety of sources,
directly resolving where possible or transferring to appropriate personnel.
Liaise with GPs, hospital staff and
others on behalf of consultant in relation to clinical workload.
Maintain appropriate databases
(both Trust and Departmental) to support with the delivery of the 18-week
pathway or other waiting time standards as appropriate.
Assist in the coordination of test
results, bringing these to the attention of the consultant and taking
resulting action as required.
Maintaining
an effective administration service
Together with colleagues to
deputise for the other MDT Administrator
in cases of absence to ensure Departmental standards are maintained
Create and maintain appropriate
record systems relating to clinical workload e.g. tests and results
spreadsheets
Access information systems to
obtain clinical information as required by the medical teams including
investigation results or other information e.g. from results server, PPM or
WinDIP
Provide information to the
Assistant PSC, as appropriate, relating to workload and work outstanding.
Provide cover for other team
secretaries/clerical staff when on annual leave or sick leave.
Additional
duties
Any other duties that from time to
time may be deemed necessary by the Trust/Directorates that are commensurate
to the role.
Health
and Safety/Risk Management
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health
and Safety policies, in particular by following agreed safe working
procedures, and reporting incidents using the Trust Incident Reporting
system.
Infection
Control
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust Infection Control policies, in particular by practising Universal
Infection Control Precautions. Hand hygiene must be performed before and
after contact with patients and their environment.
Equality
and Diversity
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
Patient
and Public Involvement
The
Trust has a statutory duty to involve patients and public in evaluating and
planning services. All staff have a
responsibility to listen to the views of patients and to contribute to
service improvements based on patient feedback.
Training
and Personal Development Continuous Professional Development
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
Respect
for Patient Confidentiality
The
jobholder should respect patient confidentiality at all times and not divulge
patient information unless sanctioned by the requirements of the role.
11. COMMUNICATION & WORKING
RELATIONSHIPS
The
post holder will be expected to establish, maintain and respect good working
relationships and communication with both internal and external
organisations, institutions and individuals with whom they come into contact,
including those associated with the specialty area and as appropriate within
the role. The post holder will be
expected to represent themselves and the service in a professional, courteous
and respectful manner at all times.
