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Job description

To provide a comprehensive administrative service to a consultant and/or group of medical staff in an efficient and timely manner.

Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.

• Where appropriate manage and supervise members of the team.
• Ensure outpatient referrals are managed in accordance with the Trust’s Waiting List Policy.
• Co-ordination of the cancer pathway within the Chestnut Unit.
• Patient Tracking List (PTL) management
• Booking of outpatient appointments.
• Cross cover admin staff within the Urology department including reception cover in the Chestnut Unit.
• Work with Waiting List Managers to ensure key performance standards in relation to patient access are met

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

Section 1 – Admin assistant:

• Where appropriate manage and supervise members of the team.
• Ensure outpatient referrals are managed in accordance with the Trust’s Waiting List Policy.
• Co-ordination of the cancer pathway within the Chestnut Unit.
• Patient Tracking List (PTL) management
• Booking of outpatient appointments.
• Cross cover admin staff within the Urology department including reception cover in the Chestnut Unit.
• Work with Waiting List Managers to ensure key performance standards in relation to patient access are met.

Section 2 - Administrative Support:

• Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
• Ensure effective communication with all members of the multi-disciplinary team.
• Sort and deal with all correspondence, keeping a satisfactory record and filing system
• Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician/Nurse.
• Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
• Maintain an up to date diary for the Consultants / team, inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant/Nurse leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meeting.
• To obtain hospital case notes and x-rays from both within the Trust and external agencies when required by the Consultant and/or team.
• To ensure that the case notes and x-rays are traced accurately using Patient Management Systems, iPM and CRIS, at all times and returned to Health Records in a timely manner. To raise hospital case notes as necessary, ensuring that accurate and full details are entered onto iPM in line with the Trust’s AGN for health records
• Required to cover for other colleagues during annual leave/sickness or peak workloads.
• Arrange patient admissions as directed by the Consultant/team, taking into account clinical priority ensuring that any relevant investigations or pre-assessment appointments are booked.
• Inform the ward of patient admissions and provide hospital notes and x-rays, rebook cancelled patients/informing patients of cancellations.
• Ensure that appropriate clinic follow up is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list, re-admissions and referrals to other Consultants/departments.
• Ensure timely despatch of clinical letters to GP’s.
• Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.
• Inform GP’s of patient results via letter dictated by Consultant/Nurse.
• Ensure that all results, reports and letters are accurately filed in medical notes.
• Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
• Exposure to distressing/emotional circumstances i.e. typing letters of a distressing nature, dealing with distressed, anxious and angry patients and relatives in person or by telephone.
• Requirement to exert physical effort when dealing with quantities of notes and x-rays and when retrieving notes from outpatients after Consultant clinics each week and filing them in the office to await typing.
• Requirement to work at a VDU screen for at least 75% of the working day.
• Sitting in a restricted position for long periods of time.
• Flexibility of working hours due to opening hours of the Chestnut unit.

The post holder will undertake any other duties commensurate with the role and grade for this post.

COMMUNICATIONS & WORKING RELATIONSHIPS

• Directorate Management team
• Matron
• Consultant/ Medical Staff
• Other Directorate Administrative staff
• Ward staff
• Theatre staff
• Anaesthetic Administration
• Outpatient Staff
• GPs and Practice Nurses
• Patients & relatives

About NHS

CEO: Amanda Pritchard
Revenue: $5 to $25 million (USD)
Size: 10000+ Employees
Type: Government
Website: www.nhs.uk
Year Founded: 1946