Job Summary
Working as part of the Retroperitoneal Sarcoma Service team, the role will involve providing high-quality admin and clerical support to patients on a cancer pathway. The post holder will need to use their initiative and skills to develop processes and ensure the effective provision of a quality service. The role/duties of the post are outlined below. In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the Trust values & behaviours.
Main duties of the job
1. Attending the RPS MDT weekly meetings
2. Typing letters using Winscribe
3. Using NUH hospital systems i.e. Careflow, Notis & Nuclearsarc
4. Book clinic appointments and reschedule clinics when required
5. Contact patients via telephone and letter to inform of appointments
6. Support both the CNS nurse and consultant with patient queries
7. Responsible for ensuring patients on the partial booking waiting list are seen in the appropriate timescales.
8. Present a professional, polite and courteous attitude at all times.
About Us
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation. Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world-class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career! We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Date posted: 31 December 2024
Pay scheme: Agenda for change
Band: Band 3
Salary: £24,071 to £25,674 a year pro rata
Contract: Permanent
Working pattern: Part-time
Reference number: 164-6703561-A
Job locations: Nottingham City Hospital, QMC Campus, Nottingham, NG7 2UH
Job Description
Job responsibilities
1. Using Careflow or any other relevant electronic booking systems arrange appointments for new and follow-up clinics, as instructed by the RPS Consultant, CNS nurses and management team.
2. Type clinic letters and correspondence to patients and other trusts using Winscribe.
3. Attend the weekly RPS MDT (multidisciplinary team meeting) and book any appointment, track patients having scans or biopsies in a timely manner to avoid delays.
4. Support with the standard operating practice taking decision to escalate to the management team any clinic capacity issues.
5. Restructure clinics due to consultants annual leave or study leave.
6. Contact GP surgeries and other trusts to obtain additional patient information etc.
7. Respond to any temporary day-to-day demand and capacity updates required in Medway. Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly.
8. Keep personally updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc.
9. Contact patients via telephone of their appointment date to prevent DNAs (did not attend).
10. Contact patients to confirm TCIs (to come in dates for surgery) and update their Careflow waiting list entry.
11. Booking and arranging Pre-Operative assessments for patients listed for surgery.
12. Support the CNS nurse with day-to-day administration of patients on the cancer pathway.
13. Support with managing patients on the partial booking follow-up appointments waiting list.
14. Notify and flag to the CNS nurse or management teams of any patients who fail to attend their appointment as a matter of urgency with the patient being on a cancer pathway.
15. Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times.
16. Liaising with external trusts who refer their patients to the Sarcoma MDTs or the RPS Service.
17. Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.
18. To track patients receiving scans or biopsies on the trust NuclearSarc tracking system to ensure follow-up appointments or DNAs are escalated as a matter of urgency.
19. Support the head of service with diary management.
20. Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
21. Present a professional, polite and courteous attitude at all times on duty.
22. Undertake any other duties, which may reasonably be required.
Person Specification
Qualifications
Essential
* Educated to 'O' level, GCSE or equivalent standard including English at Grade C
* NVQ Level 3 or equivalent
Desirable
* 5 GCSE A-C passes including English and Maths or equivalent EDCL or equivalent
Experience
Essential
* Experience of MS Office - including Word & Excel
* Previous experience in an office environment
* Proficient word processing skills
* Understanding of the importance of confidentiality
* Typing or word processing experience
Desirable
* Knowledge of outpatient work
* Customer Service
* Knowledge of hospital IT systems, e.g. Medway PAS, Notis.
Communication and Relationship skills
Essential
* Ability to develop good working relationships with medical and other hospital staff at all levels
* Excellent communication skills with the ability to communicate with staff and the public at all levels.
* Ability to deal tactfully and efficiently with a wide range of people e.g. Patients, visitors, medical staff in a helpful manner
* Provide the general public with advice regarding outpatient & inpatient attendances
* Ability to work as part of a team and quickly adapt to changing situations
Desirable
* Communicate confidently with multidisciplinary teams
Analytical & Judgement Skills
Essential
* Able to use judgement to make decisions in order to solve problems/enquiries
* Works with standard procedures
* Uses own initiative
* Ability to deal logically with quite complex issues, and deal with these in a professional manner.
* Seeks appropriate training opportunities
* Works in line with organisational goals and objectives.
* Work in line with Trust Policies
Desirable
* Database knowledge an advantage
Planning & Organising
Essential
* Demonstrates an ability to organise own work schedule
* Manages time effectively and displays initiative
* Consistently works to high standards
* Ability to prioritise workload and use own initiative.
* Demonstrates enthusiasm and a conscientious approach to work, advocating this to others.
* Ensure patient information is prepared in advance of clinic
* Ability to work within the designated Standard Operating Procedures to ensure consistent Trust wide practice
Desirable
* Gives example of how they would plan urgent tasks
Physical Skills
Essential
* Uses own equipment responsibly
* Able to move case notes of various weights from different heights using regulation stools/ladders
* Frequent use of VDU equipment
Desirable
* Able to sit at a desk for extended periods of time
Other areas specific to the role
Essential
* Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
* Remains calm and co-operative under pressure or in difficult and uncertain situations
* Highly motivated
* Gives consistent and stable performance under pressure
* Displays self-confidence, innovation and a positive image
Desirable
* Ability to work across both sites
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name: Nottingham University Hospitals NHS Trusts
Address: Nottingham City Hospital, QMC Campus, Nottingham, NG7 2UH
Employer's website: https://www.nuh.nhs.uk/
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