Admin assistant Bedford, England
Job description
The post holder will be working within the National Bowel Cancer Screening Programme for Bedfordshire. They will be required to work independently although part of a small team in providing the admin support needed to support the programme.
The post holder will provide a professional, efficient comprehensive administrative support service to the Programme manager, Specialist Screening Practitioners Nurses (SSP’s) and the Lead SSP.
The post holder will be required to input and access data into the screening data base, the hospital PIMS patient data system and Solus- the endoscopy reporting system. They will provide IT support to the team and the service, assist with data retrieval, and to provide the link between the screening service and the hub based in Nottingham.
Responsible for providing an administrative service to the BCSP Team to support the effective delivery of the programme.
Act as first point of contact for the Regional Hub and accurately record results and arrangement of Specialist Screening Practitioner clinic appointments.
To deal with telephone enquiries professionally, ensuring where possible that the caller’s needs are met or if required, they are transferred to the most appropriate person.
Arrange colonoscopy appointments at the identified screening site.
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
- Responsible for providing an administrative service to the BCSP Team to support the effective delivery of the programme.
- Liaise closely with key individuals and teams to ensure the smooth running of the service, including the Nottingham Hub and the Centres stakeholders, e.g. GP Practices and Primary Care Trusts.
- Act as first point of contact for the Regional Hub and accurately record results and arrangement of Specialist Screening Practitioner clinic appointments.
- To deal with telephone enquiries professionally, ensuring where possible that the caller’s needs are met or if required, they are transferred to the most appropriate person.
- Arrange colonoscopy appointments at the identified screening site.
- Maintain regular communication with Primary Care with regards to patient activity and the BCSP through organisation of Health Promotion, telephone enquiries and forwarding of patient procedure reports.
- Assist with the maintenance of the BCSP National Database feeding back results to the BCSP Programme Manager and BCSP Lead SSP as requested.
- Ensure continuity of care by managing smooth referral pathways within the Trust and other local Trusts.
- Provide the Screening Practitioners with up to date and accurate screening and clinic lists within agreed timescales. Assist with preparation of patient documents for clinics and lists as required.
- Prepare and print letters via the BCSP system and distribute appropriately
- Maintain effective and accurate filing systems as appropriate to the needs of the centre.
- Provide assistance with Reception and administration cover for the endoscopy unit as required.
- Use multiple tracking systems (PIMs/Exeter/Excel) to ensure patients are handed over to the symptomatic service from the BCSP.
- Maintain the BCSP surveillance waiting lists and local database.
- Operate and maintain the BSCP IT system confidentially, accurately and efficiently, including inputting and extracting patient data a required.
- Support the BSCP Programme Manager in the development of performance, reporting to the National Screening Programme, strategic groups and the community as required
- Maintaining a centre diary to display all appointments, cancellations and DNA’s, reporting any discrepancies to the Programme manager and Lead SSP.
- Liaising with the Endoscopy Unit to ensure that unutilised BCSP lists are handed back to the Unit if not required.
- Assist with the production of regular and ad hoc reports for the BCSP Programme administrator/ SSP as requested.
- Collate data from various sources to meet the required weekly reporting standards (weekly reports from National Office showing breaches. Assist with the investigation of breaches and report findings as directed.
- Ensure adequate supplies of stationary, consumables and office equipment as appropriate.
- Assist with audit requirements of the programme.
- Co-ordinate with the Programme manager to determine capacity needs for the service.
- The post holder must undertake training and will be signed as competent to access and input the BCSP Open Exeter database.
- Any other duties as determined by the BCSP Programme Manager.
