Pathway Co-ordinator Rainbow Centre

Job description

Job responsibilities

Main duties and Responsibilities

Communication

Communicate professionally and effectively with patients/parents/carers, the public and all internal and external agencies both verbally and non-verbally in a timely manner.

Ensure diplomacy, empathy and confidentiality when dealing with distressed children/young people/parents/carers.

Liaise with clinical and non-clinical staff to resolve any issues that may arise, to the mutual benefit of all concerned.

Meet and greet external visitors to the department in a professional and polite manner.

Attend and contribute to departmental meetings, team briefs etc.

Undertake minute taking responsibilities at multiagency professional meetings.

Analytical skills

Typing of minutes of meetings and general departmental correspondence when required and within locally agreed timescales.

Typing of reports, court reports, statements relating to the child and attendances within the department.

Work flexibly to ensure the needs of the service are always met.

Assist the management team in addressing any complaints within the agreed timescales which may have been received within the Clinical Business Unit.

Exercise judgement and initiative to manage the workload effectively and efficiently, taking appropriate action to resolve any issues, liaising with appropriate personnel and seeking guidance from the Line Manager when required.

Support Clinicians in identifying how data can be captured and managed securely in line with the Information Governance and Data Quality Policies.

Provide data and reports as requested by senior management team to support with governance and assurance requests internally and externally.

Planning and organising skills

Undertake a key role in ensuring the delivery of a high quality patient pathway by working closely with clinical teams to meet national and locally agreed targets by monitoring clinic templates, waiting lists and working closely with the management team to address any issues.

Ensure clinical teams respond and action referrals within locally agreed timescales, ensuring a clear audit trail.

Co-ordinate investigations and follow up on results, ensuring all results have been brought to the attention of the clinical team. Establish a clear audit trail to ensure actions have been dealt with.

Have a clear understanding of current Government and locally agreed targets, ensuring key performance indicators are achieved by working in conjunction with the clinical and management teams.

Support the day to day organisation of the clinical teams by managing diaries, co-ordinating meetings, ensuring appropriate documentation available for meetings/lectures, preparation of documents/presentations, attending meetings to take minutes and typing of agendas/minutes.

Co-ordinate national and international meetings/conferences including travel arrangements, accommodation etc.

When required, assist in the co-ordination of training programmes for junior staff, whether it be medical or administrative staff, in conjunction with clinical and management teams.

When required, assist clinical team with preparation of lectures, exams, research articles and liaising with academic and Research & Development departments.

Adapt a flexible attitude to meet the needs of the service, taking into consideration each departments unique specialty and the subsequent requirements of such specialist services.

Cover Rainbow Centre reception desk when required Manage Rainbow Centre diary to ensure the smooth running of the department.

Physical skills

Required to sit in a restricted position for prolonged periods whilst inputting data and typing.

Required to have prolonged use of a VDU screen.

The post holder may be required to handle and move heavy objects, such as case notes and stationery stores etc.

The post holder may be required to pull, lift, and carry case notes.

The post holder will require advanced keyboard skills.

Responsibility for patient/client care

Proactively manage telephone calls, many may be of a sensitive nature from patients/parents/carers or from other healthcare professions, all of which require a high level of patient confidentiality and sensitivity.

Responsibility for providing accurate, up to date, non-clinical advice relating to queries into the department.

Speak with all children, young people, and families in a respectful manner.

Responsibility for policy/service development

To comply with all Trust and local departmental policies and procedures.

Undergo all statutory/mandatory training as and when required.

To take reasonable care for the health and safety of oneself, as well as others.

Adhere to Trust risk management policies to ensure a safe working environment.

The post holder is required to comply with the Trust policies on infection prevention and control, bringing any deficiencies to the attention of the Line Manager.

To be responsible for the general housekeeping of own work area, as well as departmental common areas, reporting any faulty or broken equipment and adhering to the Trust Risk Management Strategy.

Responsibility for financial and physical resources

To ensure all charitable donations received are dealt with in line with Trust policies.

Responsible for ensuring Trust equipment and resources are maintained, reporting any faulty equipment to the Estates Department.

Responsibility for human resources

To provide leadership and day to day supervision to junior members of the team to ensure quality and consistent procedures and practices are in place to provide a high quality service to the clinical and management teams.

To always provide full support to Line Managers.

To provide cover in the absence of other Pathway Co-ordinators to ensure the smooth running of the service during planned and unplanned leave.

To use initiative, working autonomously within the remit of the role.

Oversee the daily workload of the department, prioritising tasks where appropriate and always ensuring excellent communication skills.

Prepare and implement local induction packages to meet the needs of the service.

Offer training and support to new members of staff or students within the department, including training in any new technology whilst ensuring some level of responsibility for their workload until competencies have been met.

Undergo continuous professional development as identified in personal development plan/review, in conjunction with the Knowledge & Skills Framework (KSF) outline for this post.

Responsibility for information resources

Following consultation, co-operate in the introduction of new technology and new working practices, in addition to those already in place as it may apply to the work of the administrative service.

Ensure all information on the Patient Administration System is updated and accurate, in line with the Trust Data Quality Policy and liaise with colleagues as required, ensuring any necessary changes are actioned.

Ensure that information systems accurately record the stage of the patient journey in line with national and locally agreed policies and procedures.

Undertake regular refresher training in information technology to ensure knowledge and skills are kept up to date.

Ensure any other patient identifiable information (other than that stored on the Patient Administration System) is stored and used in line with the Trusts Information Governance Policy.

When required, create, maintain, and update databases specific to the specialty requirements.

Responsibility for research and development

The post holder may be required to undertake audits of their own workload, as well as that of the supporting team, in conjunction with the requirements of the management team, e.g. telephone audit.

Update and maintain specialty specific databases for audit purposes as and when required.

Person Specification

Essential and Desirable criteria

Essential

• At least two years' experience as a medical secretary, AMSPAR Diploma or equivalent qualification. oAudio typing and word processing skills at 60wpm, Administration or RSA level III qualification or equivalent. oProficient in the use of Excel, Word and Powerpoint.
• The use of information systems, e.g., word processing packages, spreadsheets, databases, patient administration system, email etc. oAbility to work without direct supervision. Be able to adopt a flexible approach when required by the needs of the service
• Ability to demonstrate an understanding of the importance of confidentiality and the Data Protection Act.
• Excellent communication skills, both verbally and non-verbally when dealing with patients/relatives and other internal and external agencies especially when providing or receiving complex or sensitive information. Observe and adhere to all Trust policies and procedures. Ability to demonstrate excellent leadership skills, including leading change, empowering others, and holding people to account.
• Demonstrate the ability to organize own duties and prioritise tasks within a busy team environment. oUndertake further training as part of continuous professional development. Able to manage own emotions and assumptions when working with children/YP and families where there is evidence of child abuse.

Desirable

• BTEC or equivalent level of knowledge on a range of Trust policies and management procedures, requiring experience or ongoing further development/ training, e.g., Team Leading & Management
• Developing and maintaining data collection systems. Experience of conducting personal development plans.
• Have worked within a safeguarding team and/or have knowledge of child protection team function. Court system and Access to Records request function

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).

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Alder Hey Children's NHS Foundation Trust

Address

Alder Hey Hospital

Eaton Road

Liverpool

L12 2AP

Employer's website

https://alderhey.nhs.uk/ (Opens in a new tab)