Administrator

Job overview

An exciting opportunity has arisen for an enthusiastic individual to become part of the Palliative and Supportive Care Teams here at The Christie.

The successful candidate will provide a comprehensive and effective secretarial support service to the directorates’ secretarial teams to assist with the day-to-day clinic management of the clinic templates.  To ensure PA/secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that Trust targets are always maintained. To keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made. The successful candidate should have excellent communication skills, typing and be able to prioritise their workload.

Main duties of the job

Works closely with the clinical teams to provide comprehensive support for all clinical work within the directorate.Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Careflow) Audio typing of correspondence and results, ensuring tight turnaround times are met.

Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes. Ensures accurate input of patient details when entering data onto information databases and the patient administration system (Careflow). Provides cover in times of absen Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.

Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format. Exchange relevant information with GPs and other health profession Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc. Contributes to the training of new members of staff within a given area as required.

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

• Ensure clinical referrals to the SSCT are triaged appropriately to ensure workflow is maintained. •    Transcribe clinical letters and annotations through the digital transcription system onto Medway and Clinical Web Portal. •    Ensure enquiries from Health Care Professionals (HCPs) and patients/carers regarding the Supportive Care Clinic are dealt with sensitively and in a timely manner.  •    Ensure accurate inputting of patient details on database(s) and Patient Administration System (Medway and Clinical Web Portal) including case note tracking system. •    Address written and verbal enquiries from patients and carers in a sensitive manner and refer on as appropriate.  •    Liaise with the SSCT and Specialist Palliative Care Multi-disciplinary Team (MDT) Co-ordinator to ensure relevant information is available for the weekly MDT meetings. •    Develop new systems and processes in collaboration with the SSCT to meet future demands / requirements of the service.  •    Work in close collaboration with other administrative staff in the department to ensure service needs are met.  •    Manage the appropriate use of resources including stock and non-stock items, stationery and equipment. •    Maintain and develop local induction programmes for new staff and visitors to the department. •    Participate in risk assessments and maintenance of the Departmental Risk Register, identifying, documenting and managing risks as appropriate. •    Co-ordinate office repairs and maintenance requests. •    Develop processes to enable relevant collation, analysis and retrieval of data/reports required for palliative care outcome measures •    Collate relevant data and populate the monthly balance scorecard.  •    Undertake literature searches as requested by the SSCT. •    Develop further the SSCT Intranet site to reflect current developments within the speciality in collaboration with the IT Department. •    Ensure ward areas have relevant patient / carer and HCP literature on the role of supportive, palliative and end of life care, working in close collaboration with the Clinical Nurse Specialists. •    Assist in the preparation of teaching materials for the SPCT. •    Organise the retrieval of notes, data collection and analysis for audit purposes. •    Liaise with the Clinical Audit Department and SSCT with regards to local, regional and national audits programmes. •    Liaise directly with internal and external (national, regional and local) services and professionals.   •    Co-ordinate and assist with the recruitment and appointment of staff within the SSCT.  •    Ensure departmental staff absence records (annual leave, study leave, overtime, carers leave and sickness) are managed using the relevant database. •    Support and guide voluntary staff, visitors and new starters within the department. •    Regularly review working practices in collaboration with the SSCT and implement new ways of working as appropriate.   •    Develop and maintain an Office Practice manual as a reference for all tasks and departmental procedures undertaken. •    To assist in the preparation of external reviews and quality assurance programmes e.g. Peer Review, CQC and co-ordinate responses. •    Develop close working with The School of Oncology, the Bereavement Suite, Chaplaincy, Community Link Team and other key stakeholders as required. •    Organise and schedule meetings including minute taking.  •    Maintain SSCT electronic diaries. •    Follow risk management procedures at all times including the identification, assessment and management of risk within the division. •    To abide by all Trust policies and Procedures. •    To be responsible for own professional / personal development, including participating in ongoing appraisal and personal development planning.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time which will include integration into other secretarial areas within Central Services directorate, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.