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Job description

An exciting opportunity has arisen for a motivated individual to join the Rehabilitation Admin team.

The Rehabilitation Unit currently operates Monday to Friday 8am-5pm, subject to change if service required later or over the weekend, therefore flexibility is required.

This is a busy and varied role, and the post holder must possess excellent administration, secretarial and communication skills.

The successful candidate will be enthusiastic, willing to learn, eager to be an effective part of a friendly team, and able to use their initiative.

For further details / informal visits contact:
Emily Brennan telephone 07823898499, [email protected]

The post holder will primarily be responsible for the first point of contact for all ward staff, visitors, patients and external organizations referring to the Rehabilitation Team. Will be responsible for screening of all referrals, meeting with the patient or relative to obtain further information if necessary to determine and refer to appropriate services internal or external. Providing a comprehensive administration and reception service to the therapies and discharge, rehabilitation unit. To provide high quality information and advice to customers on services provided by the department and other internal or external agencies; referring on appropriately as determined by the information gathered. There will be contact both in person and by telephone with clients, their relatives, and internal/external network support services

Also to provide administration and secretarial support to the Allied Health Professionals and ensure a high standard of clerical and secretarial duties are maintained and deadlines are met. To maintain a high standard of servi ce to meet patient needs; keeping accurate, up-to-date patient records, registering new patients and typing clinical correspondence

The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

DUTIES AND RESPONSIBILITIES

• Receive and screen all referrals received, obtaining further information if necessary by contacting ward staff or speaking to patient/relatives to determine: in the department
• Is more appropriately resolved by the provision of information or advice, or
• Should be passed on to another, more appropriate agency, or is best resolved by taking on these discussions on behalf of the service user/patient

The referral should be passed on for more specialised advice with in the rehabilitation unit; i.e. Physiotherapy, Occupational Therapy, Dietetics, SALT, Social Work etc.

• Acting independently on decisions in line with standard operating policies and escalating to senior management if appropriate Advise customers of the outcome and processes
• Ensure accurate input of patient details when entering data on to information databases and Patient Administration System (Medway)
• Deal professionally with phone calls from relatives/patients, which could be emotional and of a sensitive nature.
• Liase with patients, relatives and families and act as a host for internal and external agencies To monitor and review the process of referrals and update electronic systems accordingly, escalate complex and sensitive cases appropriately in line with Trust policies and Freedom of Information Act
• Prioritise and manage own work load
• Attend meetings/briefings as appropriate to role and where necessary minute take
• Ordering and stock control of on-line stationery, and non stock requests, replenishing monitoring of dietary supplements maintain safe level, ensuring with in consumer date and replenishing as and when necessary diet supplements
• Recording and Monitoring of specialist equipment issued by the rehabilitation department and maintain accurate record on database
• Efficient use of office equipment e.g. fax/photocopier/scanner e
• Typing of clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time/targets and ensure that office instructions are followed, using own initiation to escalate where appropriate to senior member of staff document; case files/reports/letters/memos
• Provide information required to the Information Department as and when required to participate in regular and shared appraisals with line manager, within the remit defined by the Team Manager
• To attend regular team meetings and attend off site training courses relevant to the job to be able to maintain high level of service and professionalism training relevant to post
• To contribute ideas to service development and raise with management
• Promote a culture of customer care within the services which you work
• Contribute to training /induction of new administration staff with in the department
• To provide relief cover for other members of the administrative team as needed
• Any other duties appropriate to the grade, to assist in the smooth running of the department/s as directed by therapies and discharge team member

The above indicates the main duties of the post which may be reviewed in the light of experience and developments within the service. Any review will be undertaken in conjunction with the post holder.