Band 3 Palliative Care/Acute Oncology Service Administrator

Job description

Job responsibilities

PATIENT CO-ORDINATOR RESPONSIBILITIES :Assisting in managing patient correspondence initially prepared using Dictate IT andfiling all correspondence. Answering the telephone and dealing with enquiries from patients and families, GPs and other departments throughout the hospital and primary care. This includesprioritising urgent calls from distressed patients and carers and ensuring and alerting clinical staff to provide a rapid response.Assisting in liaising with other departments (including the Outpatients Appointment Centre for clinic appointments), wards and clinics.Assisting in arranging patients appointments in conjunction with the medical andnursing staff and appropriate trust departments. Mail management including: collecting, opening and distributing paper mail withinthe department - prioritising and actioning the mail, including departmental e-mail; and dispatching out-going post to the Post Room.Managing the departments generic email account forwarding and disseminating correspondence as required. Administrative and secretarial support to the nurses and medical consultants for specific committee activities when requested. Assisting in booking follow up appointments and liaising with manager to enable necessary overbooking of clinics as and when requested by a clinician. Ensuring that clinic and Palliative Care MDT lists and other relevant documentation are printed in advance of clinic and MDT and given to the relevant clinician. Ensuring that notes are stored in a safe manner in compliance with Trust requirements.Recording notification of patient deaths on CernerOFFICE ADMINISTRATIONAnswering the telephone and maintaining a message-taking system for the team. This includes the taking and recording of referrals and using independent judgement as necessary.Provide general departmental administration such as co-ordinating the team diary, arranging team business meetings,Maintaining and developing filing systems relating to all aspects of the palliative care teams work. Being a point of contact for security issues affecting the teams office base. Assisting in keeping financial records, including petty cash, receipts for donations and all paper work relating to Royal Free Charity Grant and handling related correspondence.I.T. COORDINATION: Trouble-shooting on a day-to-day basis and liaising with I.T. Help desk on behalf of the team as and when problems arise in I.T applications. Assisting and supporting the team in achieving consistent data entry by running appropriate validation checks and searches on database. This involves understanding the logic of the database.

CLINICAL AUDIT: The peer review measures for AOS require a minimum dataset to be collected on a dailybasis. The AOS teams at Royal Free and Barnet receive increasing numbers of referrals andcalls and it is therefore difficult to provide the same level of service due to an increased amount of time needed for administrative duties.Assisting with team audit projects, which includes administrative support, typing documents and performing some data analysisThe post-holder must undertake effective forward planning to ensure that the administrative needs of the service are met and must carry out a range of effective administration processes to support the delivery of high quality patient care. The post holder will also be required to provide Administrative support to the palliative care department.

Person Specification

Royal Free World Class Values

Essential

• Demonstrable ability to meet the Trust Values

Education and professional qualifications

Essential

• English and Maths at GCSE level or equivalent
• Courses / further study attended to demonstrate evidence of personal development

Desirable

• Diploma level qualification or equivalent experience

Experience

Essential

• Previous experience of working with the public and/or patients in a healthcare environment
• Experience of interaction with all levels of staff
• Experience of managing and prioritising own workload and working to deadlines

Desirable

• Previous administrative and organisational experience

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Royal Free London NHS Foundation Trust

Address

Royal Free hospital

Pond St

Hampstead Heath

NW3 2QG

Employer's website

https://www.royalfreelondonjobs.co.uk/ (Opens in a new tab)