Job summary
To provide an efficient secretarial and administrative service to the Paediatric Epilepsy Team within the Specialist Children's Services (SCS). The post holder will work as a fully active member of the team and will be required to maintain, and when necessary, improve good working practises.
The post holder will provide a confident professional service to all patients and their parents, whilst supporting them throughout their pathway of care. It is vital that confidentiality be maintained at all times. The post holder must adhere to Trust Policies and Procedures at all times.
Main duties of the job
The post holder is required to liaise with colleagues within Specialist Children's Services and some external partners, e.g. education staff, social care staff.
The post holder will help maintain efficient, effective relationships between clinical teams, clients and administration services.
The post holder must appreciate the need for complete confidentiality with regard to Data Protection in respect of patient and staff details.
About us
Specialist Children's Services is a department providing specialist health services for children age 0-19 of age with manly physical, communication, learning or developmental difficulties or disabilities affecting their health and well-being.
The service comprises administration team, children's occupational therapy, physiotherapy, speech and language therapy, clinical psychology, specialist nurses, the autism assessment service and community paediatricians.
Specialist Children's Services covers two key localities, Hambleton and Richmondshire and Harrogate and Rural. This post is based in Harrogate Child Development Centre
Job description
Job responsibilities
- Communicate professionally and effectively with patients/parents/carers, the general public and all internal and external agencies both verbally and non-verbally in a timely manner.
- Take complex messages and telephone calls from staff, patients, and relatives. Liaise with internal and external departments or organisations and deal with their enquiries, referring on where required.
- Ensure diplomacy, empathy and confidentiality when dealing with distressed patients/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.
- Work flexibly to ensure the needs of the service are met at all times. Assist the management team in addressing any complaints within the agreed timescales which may have been received.
- Exercise judgement and initiative in order to manage the workload effectively and efficiently, taking appropriate action to resolve any issues, liaising with appropriate personnel and seeking guidance from the Operational 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.
- 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 for both in-patient and out-patient episodes by monitoring clinic templates, waiting lists and working closely with the management team to address any issues.
- Compiling the MDT Agenda (from list on database),
- Attending MDT and give support as required with Video Conference / IT issues.
- Document receipt of new referrals, register on databases, track external data required, list on PCR tracking spreadsheet sheet and arrange for preliminary clinical review discussion once obtaining the relevant referral data.
- Plan Preliminary Clinical Review meeting and ensure all documentation available is to hand. Preparing papers.
- Attending PCR meeting, basic note taking of actions planned. Disseminating actions to team and adding to National CESS database Orion.
- Monitoring external data requests and following up on regular basis, passing to team securely once received and updating databases. Liaising with external site coordinators as required
- Requesting OPAs are made by relevant departments.
- Arrange the Joint and Nurse Led Clinics alongside the clinicians and Neurology PAs.
- Diary management and the arrangement of meetings, re-arranging where required.
- Become fully conversant and continually update knowledge of electronic systems both at AHCH and RMCH.
- Receive and maintain records, letters, scans and investigation results ensuring these are managed in line with the departmental protocols scanning into EPR, patient folder and Image Now.
- Data entry and retrieval from local databases/core clinical systems.
- Receive all visitors and staff with a professional and courteous manner, assisting with queries, directions and support as required.
- Arranging meeting with both internal and external centres, diary management, room booking or electroinc invites
- Retrieval of info from Hospital systems and sending to co-ordinator and rest of team as requested e.g. results, letters, demographics.
- Compiling contact lists both internal and external and keeping up to date.
- Inputting into National CESS database Orion PCR New referral Meeting decisions, MDT Minutes and MR Reports.
- To support the coordinator in their daily role ensuring priorities are identified and dealt with and problems are resolved in a timely manner.
- Ad hoc admin duties as and when required and agreed with your line manager.
- 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.
- 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.
Job description
Job responsibilities
- Communicate professionally and effectively with patients/parents/carers, the general public and all internal and external agencies both verbally and non-verbally in a timely manner.
- Take complex messages and telephone calls from staff, patients, and relatives. Liaise with internal and external departments or organisations and deal with their enquiries, referring on where required.
- Ensure diplomacy, empathy and confidentiality when dealing with distressed patients/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.
- Work flexibly to ensure the needs of the service are met at all times. Assist the management team in addressing any complaints within the agreed timescales which may have been received.
- Exercise judgement and initiative in order to manage the workload effectively and efficiently, taking appropriate action to resolve any issues, liaising with appropriate personnel and seeking guidance from the Operational 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.
- 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 for both in-patient and out-patient episodes by monitoring clinic templates, waiting lists and working closely with the management team to address any issues.
- Compiling the MDT Agenda (from list on database),
- Attending MDT and give support as required with Video Conference / IT issues.
- Document receipt of new referrals, register on databases, track external data required, list on PCR tracking spreadsheet sheet and arrange for preliminary clinical review discussion once obtaining the relevant referral data.
- Plan Preliminary Clinical Review meeting and ensure all documentation available is to hand. Preparing papers.
- Attending PCR meeting, basic note taking of actions planned. Disseminating actions to team and adding to National CESS database Orion.
- Monitoring external data requests and following up on regular basis, passing to team securely once received and updating databases. Liaising with external site coordinators as required
- Requesting OPAs are made by relevant departments.
- Arrange the Joint and Nurse Led Clinics alongside the clinicians and Neurology PAs.
- Diary management and the arrangement of meetings, re-arranging where required.
- Become fully conversant and continually update knowledge of electronic systems both at AHCH and RMCH.
- Receive and maintain records, letters, scans and investigation results ensuring these are managed in line with the departmental protocols scanning into EPR, patient folder and Image Now.
- Data entry and retrieval from local databases/core clinical systems.
- Receive all visitors and staff with a professional and courteous manner, assisting with queries, directions and support as required.
- Arranging meeting with both internal and external centres, diary management, room booking or electroinc invites
- Retrieval of info from Hospital systems and sending to co-ordinator and rest of team as requested e.g. results, letters, demographics.
- Compiling contact lists both internal and external and keeping up to date.
- Inputting into National CESS database Orion PCR New referral Meeting decisions, MDT Minutes and MR Reports.
- To support the coordinator in their daily role ensuring priorities are identified and dealt with and problems are resolved in a timely manner.
- Ad hoc admin duties as and when required and agreed with your line manager.
- 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.
- 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.
Person Specification
Qualifications
Essential
- Knowledge of Microsoft Office packages e.g. Word, PowerPoint, Excel and other IT skills acquired through training and practical experience including internet/web skills
- 5 GCSEs or equivalent including English, at Grade C or above
- Secretarial/Administrative procedures
- Proof reading
Desirable
- NVQ 2 Business Admin
- NHS experience
- Experienced PCS user
Person Specification
Qualifications
Essential
- Knowledge of Microsoft Office packages e.g. Word, PowerPoint, Excel and other IT skills acquired through training and practical experience including internet/web skills
- 5 GCSEs or equivalent including English, at Grade C or above
- Secretarial/Administrative procedures
- Proof reading
Desirable
- NVQ 2 Business Admin
- NHS experience
- Experienced PCS user
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).
Employer details
Employer name
Harrogate and District NHS Foundation Trust
Address
Children's Development Centre, F207, Floor 2, Harrogate District Hospital
Lancaster Park Road
Harrogate
HG2 7SX
Employer's website
https://www.hdft.nhs.uk/ (Opens in a new tab)
