Apheresis Administrator

Job overview

An exciting opportunity has arisen within the Department of Clinical Haematology for an enthusiastic and well-motivated individual to join the team.

Administrator and clinical support worker required to provide an effective administrative service to the busy apheresis unit, and develop an understanding of the apheresis pathways to facilitate this.

The post holder will also help coordinate the visits of bone marrow donors provided through Anthony Nolan in the absence of the bone marrow transplant coordinator, and provide administrative cross cover in the bone marrow transplant team to ensure the efficient running of the department during annual leave.

The primary aim will be to ensure that the apheresis unit provides an effective and safe service for patients and supports the clinical staff in delivery of care to our patients.

You will liaise with other divisions within the hospital, outpatient services and other specialties on a regular basis to ensure the smooth delivery of service to the patients.

Main duties of the job

The post holder will be expected to exercise initiative, prioritise conflicting work demands and to communicate effectively, both verbally and in writing, with internal departments and external agencies to ensure continuity in achieving excellence in patient care.

You will be self-disciplined, professional and empathetic to all those with whom you come into contact. It is essential that you can prioritise your own workload, have excellent communication skills and work as part of a team, but also exercise initiative within set parameters.

We are looking for someone who has ideally been educated to degree level or has equivalent specialist knowledge gained through experience. The post holder must be computer literate and have previous administrative experience. You will also have proven skills in Epic.

Detailed job description and main responsibilities

As a key member of the Apheresis and BMT teams, the post holder will be required to provide an effective administrative service to their teams. The post holder will also ensure that the bone marrow donors provided through Anthony Nolan are looked after during their stay at King’s College Hospital.

The selected candidates will often need to cross cover between Apheresis and the Transplant team to ensure the efficient running of the department that also includes supporting the submission of post-transplant data.

Key Working Relationships

Within the Organisation:

• Apheresis Clinical Nurse Specialist and the Apheresis Nursing team
• BMT Co-ordinators (Nursing & Medical)
• Stem Cell Laboratory
• Interventional Radiology
• Medical teams; in particular Haematology and Neurology
• Procurement
• BMT Operational Manager
• BMT and Donor Co-ordinato

Regularly has contact with:

• Donors and their families (autologous and allogeneic)
• Referring Hospitals
• Anthony Nolan Trust

Main Duties and Responsibilities

• To admit and discharge patients on Epic. To ensure data accuracy pertaining to admission and discharge of patients and to ensure records relating to patients’ are properly maintained.
• To produce Apheresis weekly procedures activity data
• To respond appropriately to telephone queries in a timely and helpful manner
• To book and coordinate all stem cell harvest referrals for transplant patients on the Apheresis Outlook calendar.
• To prepare all patients correspondence (red cell, TPE and stem cell harvest), reports and minutes of meetings.
• To book and co-ordinate all Apheresis referrals including referrals for Therapeutic Plasma Exchanges, Red Cell Exchanges and Bone Marrow Processing as required
• To maintain and update database for patients on regular red cell list and therapeutic plasma exchange, following Apheresis / Red Cell MDM meetings.
• To co-ordinate interventional radiology appointments for insertion of central venous catheters (femoral lines)
• To prepare chemotherapy mobilisation regimens for patients and donors.
• To cover periods of leave for the BMT Donor & Admin Co-ordinator in coordinating Anthony Nolan donor referrals and medicals.
• To act as a point of contact for donors and support them through the stem cell harvest pathway
• To collect bloods from Blood bank, drop samples to Stem cell lab and prescriptions to the Inpatient pharmacy.
• To order patient lunches and to stock the Apheresis patient snacking cupboard
• To cover all daily office routines including receiving and sorting incoming post, filing and photocopying

Customer service

• To act as a point of contact for patients and donors and to support donors through the stem cell harvest pathway
• To respond appropriately to queries in a timely and helpful manner
• To ensure data accuracy pertaining to admission and discharge of patients, completing the relevant paperwork and to ensure records relating to patients’ property are maintained.
• To book and coordinate all stem cell harvest referrals for transplant patients
• To book and co-ordinate all Apheresis referrals including referrals for Therapeutic Plasma Exchanges, Red Cell Exchanges and Bone Marrow Processing as required
• To co-ordinate interventional radiology appointments for insertion of central venous catheters (femoral lines)
• To maintain and update database for patients on regular exchange list and inform clinical team of any change in patients treatments, including changes made in red cell MDT.
• To prepare a checklist for patients stem cell mobilisation regimen,
• To Assist BMT Administrator in coordinating Anthony Nolan donor referrals Accountable for producing Apheresis weekly procedure activity data.

Management of Clinical Records

• To ensure that medical records are readily available for patients and donors being admitted to Apheresis unit
• To ensure patient’s records are kept up to date and in good condition, i.e. filing investigative reports correctly
• To ensure medical records are tracked via the PIMS system in accordance with Trust policy.

Information Management

• Conduct quality audits as requested by senior members of the Care Group.
• Accountable for maintaining and updating regularly, patient data on the computer system and any manual systems in place.
• Support BMT Data Manager in submitting Post-transplant Data to external regulatory bodies, EBMT and BSBMT.
• Support BMT Data Manager in submitting Apheresis Activity Data to external regulatory bodies, EBMT and BSBMT.

Stock and Equipment Management

• To be responsible for establishing and maintaining an effective stock control system. This is to include placing orders via NHS Logistics.
• To maintain records of expenditure and ensure that information is readily available for budgetary control purposes.
• Support charge nurse in arranging the maintenance of clinical equipment and follow up as necessary

Administrative Support

• To cover all daily office routines including receiving and sorting incoming post, filing and photocopying
• To maintain departmental shared calendar, organise meetings and appointments
• To type correspondence, reports and minutes of meetings- Has been added to the Key Responsibilities

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.