Gastro Co-Ordinator

Job overview

An exciting opportunity has arisen for a Gastroenterology Co-Ordinator to join our team!

The successful applicant will provide a comprehensive administrative service dealing in confidential administrative / secretarial service to the Gastroenterology Team: necessitating contact with external bodies, clinical, nursing, management, executive and clerical staff.

Dealing effectively and efficiently with processing of daily workloads and ad hoc office duties. Ensure cross cover working where appropriate.

Main duties of the job

• To co-ordinate the booking of annual leave, sickness and study leave with the Gastro Specialist Nursing and Consultant team and to manage accordingly.
• To ensure the outpatient and endoscopy outpatient templates are utilised to maximum capacity, adjust, direct and manage as necessary with booking teams, liaising with the Directorate Manager where necessary.
• Recording of sickness/absence, annual leave and special leave on the ESR system.
• Support maintenance of annual leave and sickness records for Specialist Nurses and Medical staff as required by the Directorate Manager.

Detailed job description and main responsibilities

KEY DUTIES

• To co-ordinate the booking of annual leave, sickness and study leave with the Gastro Specialist Nursing and Consultant team and to manage accordingly.
• To ensure the outpatient and endoscopy outpatient templates are utilised to maximum capacity, adjust, direct and manage as necessary with booking teams, liaising with the Directorate Manager where necessary.
• Recording of sickness/absence, annual leave and special leave on the ESR system.
• Support maintenance of annual leave and sickness records for Specialist Nurses and Medical staff as required by the Directorate Manager.
• Co-ordinate and monitor compliance with mandatory training and appraisal activity for the Gastro Specialist Nursing and Consultant team and reporting compliance.
• To undertake tasks delegated by the Consultants and Directorate Manager to assist in meeting activity targets and delivering Key Performance Indicators, ensuring deadlines are met.
• Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct and ensure all nurse led activity is recorded.
• Inputting and monitoring of databases for National Inflammatory Bowel Disease and Liver services in liaison with Specialist Nurses and lead Consultants. Escalating management issues to the Directorate Manager.
• Supporting and co-ordinating where necessary the administration required to maintain JAG accreditation with Clinical and Managerial leads in Medical Care.
• Work collaboratively with other members of the Senior Management Administrative and Clerical Team to ensure that the department runs effectively at all times.
• Respond to requests for information from service users and others who call the department, in person or by telephone, with tact and sensitivity. Give appropriate non-clinical advice and deal with any concerns, escalating when and if appropriate.
• Maintain accurate and efficient records, manage filing and bring forward systems. Suggest and implement new and improved systems and ways of working where this will improve efficiency and effectiveness.
• Deal effectively with mail, e-mails, telephone enquiries and facsimiles both internal and external of the Trust, communicating all relevant information to the team as appropriate.
• Plan, organize, attend meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.
• To produce and circulate rota’s as requested by the Gastro Team, including liaising with all levels of staff, internally and externally.
• Be proactive in managing sickness/absence, annual leave to ensure all lists are fully covered and populated accordingly.
• Search the intranet and internet for particular policies and guidelines as requested by the Gastro Team.
• To check quality documentation completed in clinical administration support. Audit reports bi-monthly against KPI’s.
• Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly.
• Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.
• Taking minutes of meetings and circulating to relevant groups.
• Obtain information requested by Administration Services Co-Ordinator. Organise and order stationary items as appropriate.
• General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
• Attend appropriate training, meetings and education sessions at the request of manager.
• Work with managers to review working practices, ways of working and find solutions to problems.
• To work in a flexible manner in accordance with the Trust Policy.
• Any other duties required by Line Manager.

SAFEGUARDING RESPONSIBILITIES

• Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
• Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your consultant.
• Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff.
• Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary.
• Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children.
• Know about the range of physical abuse, emotional abuse, neglect and sexual abuse. Be able to recognise signs of abuse appropriate to role and what action to take.
• Know what to do if concerned that a child is being abused.
• Know about the Trust’s local policies/procedures.
• Understand the importance of sharing information, how it can help and the dangers of not sharing information.
• Be able to recognise signs of child abuse as this relates to their role. e.g. observe inappropriate parenting, an unusually quiet and withdrawn child etc.
• Be able to seek advice and report concerns, ensuring that they are listened to.

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.