Administration Assisstant

Job overview

Western Sussex Bowel Cancer Screening Programme currently have an opportunity for an Administrative Assistant to join our busy and evolving team.  We are actively seeking a reliable and self-motivated individual with a positive attitude to work as part of the Administration Team.

Ideally the candidate would have an interest in the Bowel Cancer Screening Programme and an understanding that  judgements/assessments on pathways may be numerous or multi faceted due to the complex issues regarding our patients and therefore can demonstrate their willingness to learn and develop into the role, together with a passion for continued delivery of  high standards, which the programme is renowned for.

Main duties of the job

The post holder will undergo an induction period covering all aspects of the role. This will Include gaining knowledge of the Bowel Cancer Screening Programme, the National Computerised Open Exeter system (BCSS) and learning how to use and incorporate that information with the Trust’s PAS system (CAREFLOW/BLUESPIER). Essential to this role is the ability to transfer information with accuracy between National Programme and Hospital databases ensuring the smooth delivery of notes and all relevant BCSP information in preparation for pre-assessment clinics and elective admissions.

This position involves a significant amount of verbal contact with the general public, over the telephone. Therefore, the post holder must be confident that they are well versed in screening programme and safe in the knowledge that their decisions cannot be questioned or proved to be incorrect.

The Post Holder will ensure that patients are passed to the waiting list in accordance with government guidelines. Attention to detail is extremely important as all information must be transcribed exactly to the consultant’s or practitioner instructions.  Information must be added within a deadline.  Highlight and escalate to staff should interpreter service be required prior to SSP appointments.

Detailed job description and main responsibilities

To provide high quality administrative support to the Western Sussex         Bowel Cancer Screening team.

To ensure patients appointed in order of clinical priority and treated   within  agreed Government target waiting times.

To provide a variety of administrative duties for the service which could  include:

-       Dealing with telephone enquiries in a competent and friendly manner

-       Accurate and timely input of data onto hospital computer systems

-       Liaise with administrative staff in other services and hospital sites to           ensure that information is shared in a timely and accurate manner.

Transfer all relevant information from patient appointments on Open Exeter BCSS diary system booked through the Hub to Specialist Screening Practitioner (SSP) clinics on CAREFLOW as a new patient referral.

Input patient details onto BLUESPIER (PAS), including updating patient/GP details, recording all appointment details for pre-assessment clinics, create elective admission, and hospital cancer tracking system (Somerset).

Update patient/GP details as required, in line with Trust policy.

Support the SSP’s by collating BCSP paperwork required for patients attendance at pre-assessment clinics across both sites, ensuring all relevant paperwork included: printing lists, printing labels and compiling information packs.

Record secondary outcomes for all clinic attendances.

Discharge patients who fail to attend their pre-assessment appointment more than once.

Record surveillance patients and accurately maintain surveillance records.

To input patient responses to patient satisfaction questionnaires onto Open Exeter system (BCSS) and ensure that any issues and recommendations are escalated to the team.

To understand and adhere to all Bowel Cancer Screening policies, standards and protocols.

Proactively manage any problems and inform relevant parties of the problem and action taken.

Assist with the security, maintenance and cleanliness of office accommodation and equipment.

Assist with stock control for BCSP literature, patient advice sheets, bowel prep, stationery, etc.

Attend BCSP meetings as required.

Maintain confidentiality of information, ensuring data quality and data protection is adhered to all times.

Carry out any other duties identified as appropriate to the post.