Job summary
A vacancy has arisen for a band 4 Lead Administrator in the Outlook and cancer services department of health psychology, based in ASCR division of North Bristol NHS Trust. The service works with both in-patients and out-patients at Southmead Hospital who are affected by cancer, concerns regarding appearance (acquired through illness or injury) or life-long, providing expert psychological therapies, information, and support. The lead administrator role ensures the smooth running of the service, arranging clinics and appointments, dealing with enquiries, preparation of letters and reports, and coordination with members of the small clinical team. Applications are encouraged from anyone with relevant administrative experience and knowledge as well as compassion for the wellbeing of the patients and their families using this service.
Main duties of the job
1. Overseeing all aspects of the patient pathway, from referral through treatment and follow-up care, for Outlook / Cancer / Clinical Health Psychology Services.
2. Managing outpatient clinics and inpatient contacts, service waiting lists in line with the Trust's Patient Access Policy to ensure efficient and effective use of available resources.
3. Managing the waiting list for each team of clinicians and coordinating outpatient and inpatient appointments, including individual or group treatments and associated pre-/post-treatment administration.
4. Working in close liaison with colleagues, staff in other departments, GPs, patients, and the general public.
5. Exercising initiative, independent judgment, and decision-making with situations arising from the duties described below to ensure an effective, high-quality service.
6. Ensuring good data quality, including within Careflow, EDMS, and service-specific systems to ensure accurate patient and service-related data is maintained, in addition to appropriate income generation and data.
About us
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire, and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialties. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Job responsibilities
1. Working as part of a clinical service ensuring the smooth flow of patient-related activities, including inquiries, referrals, organisation of outpatient clinic bookings and inpatient contacts, working alongside a band 3 colleague.
2. Maintaining an awareness of the particular needs, concerns, and sensitivities of patients and their relatives/carers.
3. Working as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient contacts.
4. Providing support for the scheduling of out-patient appointments, ensuring that patients are informed, with reasonable notice.
5. Maintaining activity records using NBT IT systems as appropriate regarding the work of the department.
6. Providing administrative support to team members, liaising closely with Operational Leads for Outlook and Cancer as well as the overall head of department.
7. Liaising with other NBT services to facilitate patient care.
8. Ensuring comprehensive demographic and waiting list information is recorded and maintained from the time of receipt of referral to discharge/transfer for audit purposes.
9. Ensuring that funding has been authorised for individuals identified as out of area regarding main commissioner contracts.
10. Organising cancellations of patient appointments, ensuring that any rescheduling is in accordance with Trust policy.
11. Promptly responding to enquiries.
12. Participating in development review processes.
13. Participating in team-based activities and initiatives.
14. Maintaining flexibility for adapting to disruptions elsewhere in services.
15. Adhering to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy.
16. Undertaking any other duties which may be reasonably regarded as within the nature of the duties, responsibilities, and grade of the post.
Person Specification
Work experience
Essential
* Good general education including GCSE in Maths or English (or equivalent)
* Hold an appropriate administrative qualification e.g., City & Guilds level 1 - Word Processing, Excel, Access, RSA stage III, ECDL or relevant experience
* A good working knowledge of MS Office applications including Excel
* Willingness and ability to learn new IT skills and technology
* Previous administrative experience
* Experience of working as part of a team in a multi-disciplinary environment
* Excellent word processing skills
* Excellent written/verbal communication skills
* Excellent customer care skills
* Ability to work under their own initiative, to conflicting deadlines
* Ability to oversee the workload of staff junior to them, ensuring urgent tasks are prioritised and work is shared equitably and fairly
* Confident and sympathetic when dealing with patients/staff
* Ability to be calm and professional when working under pressure
Desirable
* Patient Administration Systems (PAS) training
* Experienced in audio typing or similar
* Experience of working in the NHS or similar organisation
* Experience of minute-taking in meetings
* Previous experience of waiting list management and complex data validation within the NHS
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.
Employer details
Employer name
North Bristol NHS Trust
Address
Southmead Hospital
Monks Park Avenue
Bristol
BS10 5NB #J-18808-Ljbffr