Job summary
In this role you will provide administration support to the Children's Cystic Fibrosis Medical and Nursing Teams. This will include booking clinics, attending MDTs, updating the CF database and liaising with patients. You will need to have an excellent communication and database management skills.
Main duties of the job
To support the Administration Manager and Service Manager with the organisation of the booking of clinics by ensuring the appropriate process are being used and clinics fully utilised
To ensure that the standards of work for clinic preparation, reception and appointments work are maintained in accordance with Trust and departmental policies and procedures
To support the Administration Manager and Service Manager with enquiries and complaints information
To ensure effective communication and dissemination of information to team by attending regular identified meetings
To ensure sufficient minute taking is completed and distributed for service specific meetings.
To work with the Administration Manager and Service Manager in the monitoring of performance in line with Outpatient performance plans and targets
To undertake setting up new clinics on the Patients Administration System, altering and amending as appropriate
Act as contact for professional (UHL and community) enquiries to Children's Allergy and Respiratory services e.g. investigation bookings and results and professional advice.
Work collaboratively with Paediatric Medical Administrator colleagues
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
The detailed job description and main responsibilities are included as an attachment to this advert.
Job description
Job responsibilities
Service Delivery & Development
Direct administrative support to the Childrens Cystic Fibrosis Service
- To provide a courteous, professional service at all times with regard to patient liaison when on outpatient clinic reception.
- Management of the waiting lists and referral to treatment (RTT) targets
- Organisation of hospital appointments for both MDT clinics and individual clinics for MDT team members, to take minutes and type all correspondence relevant to MDT and distribute appropriately
- Administrative support to the Childrens multi-disciplinary team that includes doctors, specialist nurses, physiotherapist and psychologist.
- Act as link between specialist nursing staff and administrative staff for nurse-led clinic bookings.
- Distribution of results to relevant professionals.
Governance
- To provide information on a range of data as required by the management team, and to assist in accurate booking of future appointments, ensuring that patients are seen within local and national access targets.
- Responsible for registering new patient details on the databases. Ensuring data is updated following clinic visits, annual reviews and amending data as required.
- Provide and receive complex information. To ensure security, integrity and accuracy of the data on the database.
Patient/Customer Service
- To ensure the highest standards for patient experience, quality and governance are maintained.
- Sending reminders and contacting prior to clinic appointments
- Act as telephone contact for parent/carer enquiries to the CF services e.g. appointments, results and seeking advice for both sites.
- Efficient and sensitive processing of enquiries
- Effective communication with wards
GENERAL
- To work within a team ensuring cover is provided at all times to maintain an essential service
- To actively participate in the sharing of skills and experience in the clinic team associated with each speciality aiding the spread of good practice throughout the team.
- To attend in-service training or meetings to ensure that skills and knowledge are kept up-to-date and appropriate to the post
- To attend all mandatory training as required by the CMG/Trust
- Any other duties commensurate with the role and service needs.
Job description
Job responsibilities
Service Delivery & Development
Direct administrative support to the Childrens Cystic Fibrosis Service
- To provide a courteous, professional service at all times with regard to patient liaison when on outpatient clinic reception.
- Management of the waiting lists and referral to treatment (RTT) targets
- Organisation of hospital appointments for both MDT clinics and individual clinics for MDT team members, to take minutes and type all correspondence relevant to MDT and distribute appropriately
- Administrative support to the Childrens multi-disciplinary team that includes doctors, specialist nurses, physiotherapist and psychologist.
- Act as link between specialist nursing staff and administrative staff for nurse-led clinic bookings.
- Distribution of results to relevant professionals.
Governance
- To provide information on a range of data as required by the management team, and to assist in accurate booking of future appointments, ensuring that patients are seen within local and national access targets.
- Responsible for registering new patient details on the databases. Ensuring data is updated following clinic visits, annual reviews and amending data as required.
- Provide and receive complex information. To ensure security, integrity and accuracy of the data on the database.
Patient/Customer Service
- To ensure the highest standards for patient experience, quality and governance are maintained.
- Sending reminders and contacting prior to clinic appointments
- Act as telephone contact for parent/carer enquiries to the CF services e.g. appointments, results and seeking advice for both sites.
- Efficient and sensitive processing of enquiries
- Effective communication with wards
GENERAL
- To work within a team ensuring cover is provided at all times to maintain an essential service
- To actively participate in the sharing of skills and experience in the clinic team associated with each speciality aiding the spread of good practice throughout the team.
- To attend in-service training or meetings to ensure that skills and knowledge are kept up-to-date and appropriate to the post
- To attend all mandatory training as required by the CMG/Trust
- Any other duties commensurate with the role and service needs.
Person Specification
Qualifications
Essential
- GCSE's Grade C or above
- Microsoft Packages
Desirable
- Hospital systems HISS, ORMIS, Patient Centre
Experience
Essential
- Minimum of 2 years' experience of working in an administration role within the healthcare sector
- Sound understanding of RTT and managing waiting lists
- Demonstrate ability to work accurately and pay attention to detail.
Desirable
- Experience of handling complex data
Communication
Essential
- Outstanding interpersonal skills, demonstrating an ability to build relations
- Effective written and oral communication skills
Desirable
- Experience of working effectively with key administration and clinical staff
Planning and Organisation Skills
Essential
- Able to plan, prioritise and organise the work of themselves and others to ensure the achievement of targets and outcomes
- Ability to work in a demanding environment against time related targets
Desirable
- Track record of identifying problems and proposing and implementing solutions
Person Specification
Qualifications
Essential
- GCSE's Grade C or above
- Microsoft Packages
Desirable
- Hospital systems HISS, ORMIS, Patient Centre
Experience
Essential
- Minimum of 2 years' experience of working in an administration role within the healthcare sector
- Sound understanding of RTT and managing waiting lists
- Demonstrate ability to work accurately and pay attention to detail.
Desirable
- Experience of handling complex data
Communication
Essential
- Outstanding interpersonal skills, demonstrating an ability to build relations
- Effective written and oral communication skills
Desirable
- Experience of working effectively with key administration and clinical staff
Planning and Organisation Skills
Essential
- Able to plan, prioritise and organise the work of themselves and others to ensure the achievement of targets and outcomes
- Ability to work in a demanding environment against time related targets
Desirable
- Track record of identifying problems and proposing and implementing solutions
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).
