Administrative Support & Pathway Co-ordinator Gillingham, England
Job description
Division: Planned Care
Care Group: Women's & Children's Service
Band: 4
Salary: £25,147 - £27,596 per annum
Interview Date: Week commencing 26th June 2023
We are recruiting for an Administrative Support & Pathway Co-ordinator who shares our ambition and vision to deliver the Best of Care by the Best People and has the drive to take us forward, by ensuring that the Trust continues to be the first choice for patients and our staff.
The post holder will provide a pivotal secretarial and a clerical service to the Maternal Medicine Centre (MMC) team. The post holder will work flexibly with the other secretaries and members of the multi-disciplinary team, within the department and provide a professional, efficient administrative service to patients.
Working for the Kent and Medway Maternal Medicine Network Team Clinical MMC team and be responsible and line managed by the Service Manager.
Our values areBold,Every Person Counts,Sharing and Open andTogether. It is important that you understand and to refer to our values when completing your application and always reflect our values throughout your employment with the Trust.
We are committed to endorsing diversity, multiculturalism, and inclusion; our policies / procedures ensure that all applicants are treated fairly at every stage of the recruitment process.
To contribute to our exciting future and become part of our team, apply today.
Here at Medway, we pride ourselves on working together as one to ensure that our shared vision of Better, Best, Brilliant is achieved. Our culture and values are what drives the Trust and is the heartbeat of who we are as an organisation.
Our Trust is a great choice for people who want to develop their career in an ambitious environment.
Would you like to work flexibly? In the NHS, we are reminded every day of how important life is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement which will not mean sacrificing time for personal interests or family commitments. We aim to support you to work flexibly in a way that will suit you and us.
All of our substantive & fixed term employees can enjoy a range of staff benefits, a gym, an active health and wellbeing programme, an on-site nursery and a cycle to work scheme.
We are taking positive action to ensure that we can attract, recruit and retain the best talent and would welcome more applicants from under – represented groups to support the Trusts commitment to a diverse, inclusive and an employer of choice workforce.
All staff at Medway comply the Trust’s and the Kent and Medway Safeguarding Board’s policies on safeguarding children, young people and vulnerable adults.
Ensure that all patients are accurately monitored through each stage of their diagnostic and treatment pathway. To understand and use patient tracker lists as a tool to achieve the above and record patient pregnancy outcomes within the tracker.
To send directly to the patient on referral to MMC, the MMC information leaflet and appointment, following this up to confirm attendance and answer any questions about the appointment ideally by telephone as well as text SMS message
Importantly to follow up and understand why a patient has not attended and ensure a timely new appointment is allocated and confirmed with patient by telephone or text and that the patient’s maternal medicine consultant and community midwife is aware of non-attendance in line with the Trusts non-attendance policy.
Ensure that capacity issues are escalated to the Service Manager.
To manage and take responsibility for BigHand on behalf of Consultant(s) ensuring timely authorisation of letters and escalation of any issues to the Service Manager.
To take ownership and have detailed knowledge of all patient related information, including case notes, results, referrals and correspondence within dedicated office space.
To monitor awaiting investigations, ensuring urgent procedures are booked and results chased daily and to monitor / chase routine investigations on a weekly basis.
To prioritise and administer all patient related enquiries in a timely manner to ensure that patient safety is paramount under the empowerment and guidance of the Consultant(s).
Be knowledgeable and adhere to Government and Trust targets for patient waiting times andadditionallybe familiar with the national maternal medicine network specifications (https://www.england.nhs.uk/publication/maternal-medicine-networks-service-specification/)
Ensure there is an effective, robust communication system, liaising with multi - disciplinary teams and other hospital departments.
Allocate urgent follow-up appointments from telephone calls, emails, under the direction of the Consultant(s)/ Lead Midwife.
Ensure patient records are accurately maintained on relevant systems (Euroking, OPN).
Open post, linking correspondence to case notes with previous correspondence and results, bringing the urgent cases to the Consultant’s attention and following up to ensure these cases are managed quickly.
Type miscellaneous letters and reports from audio tapes to meet the Trust guidelines for responses.
Develop systems to ensure rapid communication and effective co-ordination between all other Trusts / Centres where patients may be referred for specialised diagnostic tests for treatment in conjunction with the MMC team.
Arrange for all appropriate notes, results and reports to be available for visits, any further investigations and follow-up appointments and procedures, as directed by the Consultant.
Ensure that all results, reports etc are filed correctly in patient case notes, including all loose correspondence appropriately scanned into medical notes IT systems.
Support the specialist midwife with collecting and collating service user feedback and audit
For the wider Maternal Medicine network - To set up and oversee the teams maternal medicine meetings, adapting/forwarding link to additional invitees to the established monthly meetings
Contributing to the administrative tasks involved in the development of the maternal medicine service for example ensuring KPI tracker is maintained up to date, forwarding presentations from meetings to specific individual requests, +/- help with the agendas, minutes and their distribution and the wider advertising of maternal medicine educational events
