administrative assistant Coventry, England
Job description
Bowel cancer screening is now offered every 2 years to men and women aged 56 to 74, and is expanding to offer to those between 50 and 74 over the next few years. The Coventry and Warwickshire Bowel Cancer Screening Programme is provided by University Hospitals Coventry and Warwickshire NHS Trust (UHCW) We are a small, friendly, cohesive team providing effective delivery of Bowel Cancer Screening to the eligible population of Coventry and Warwickshire. The administration team provide a confidential, efficient and responsive appointment booking service for patients in accordance with National, Trust and Departmental Guidelines, policies and procedures, making appointments, directing enquiries and managing the patient pathway from referral to results using specialist software and hospital systems.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
The successful candidate will work as part of a small administration team, alongside one Band 2 and two Band 3 administrators, delivering a friendly, patient focused, administration service. The post holder will be line managed by the Band 5 Screening Coordinator.
The administrators use the hospital systems (iPM and CRRS and the new Electronic patient record system) alongside the screening management software on Open Exeter. The role is office based using both telephone and computer systems to manage the shared workload. A polite, friendly manner is essential, as is a calm professional approach. Full training will be given to the successful candidate, however, a good general knowledge/experience of administration work would be beneficial.
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence®designated organisation – please click the link for further details about this prestigious award.Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
The Bowel Cancer Screening Programme (Screening Centre) is a small close- knit and friendly team of clinical and non-clinical staff, responsible for arranging and undertaking diagnostic tests for patients that have a positive bowel cancer screening test (indicating a possible cancer risk) across Coventry and Warwickshire. The service has a shared ethos in line with Trust values, that our patients always come first. We have a strong work ethic around getting the job done, accurately, and within strict time parameters. We work as a team, being flexible, going the extra mile if needed, and generally ensuring the the patients receive the best possible service while under our care.
The main functions of the post holder are to:
1. Provide comprehensive administrative support to the Screening Team to ensure the smooth performance of their clinical duties; providing cross site admin support across all Coventry & Warwickshire Screening Centre sites.
2. Act as first point of contact for patients and team members, using initiative to resolve enquiries in a professional manner, providing accurate information or redirecting calls as appropriate to ensure they are responded to in a timely and effective manner.
3. Process confidential patient sensitive documentation; responding to team members requests to compose, type and print correspondence as necessary.
4. Arrange and provide assistance at service meetings, preparing and circulating agendas and papers for meetings, booking venues, taking and typing accurate notes and distributing minutes of meetings
5. Monitor and prepare data sets for positive assessment and procedure appointments, arrange interpreters, book other diagnostic tests, update diaries/calendars and accurately input patient
data; ensuring details are securely shared with partner Trusts/departments and screening staff receive up to date screening and clinic lists
6. Confirm and manage bowel screening lists across all sites; ensuring lists are effectively utilised and all patient information is timely and accurately input
7. Develop and maintain excel spreadsheets to monitor bowel screening activity.
8. Monitor waiting times, maintain BCSP surveillance waiting lists and ensure referral pathways are adhered to for all screening patients
9. Work in collaboration with the Bowel Screening Coordinator, providing cover and assistance with training new members of staff, maintaining adequate stock control, reviewing administrative processes and supporting the seamless administration of the Programme
10. Collate and input patient information onto Open Exeter and PAS in a timely and accurate way, in line with the Programme and Trust guidelines.
11. Responsible for maintaining both manual and electronic filing systems and databases, as required by the department; ensuring all patient medical records passing through the department are booked in and out appropriately.
12. Work independently to achieve deadlines through the prioritisation of daily tasks ensuring that targets are met.
For further details please see the attached job description.
