Job summary Worcester Acute Hospitals Radiology department has an exciting opportunity for an enthusiastic and highly motivated individual, to join our small team of staff, who work alongside our Consultant Radiologists as a duty administration support and report allocation administrator. The successful candidate will require excellent communication skills and an ability to manage demanding and conflicting workloads. Experience within and NHS and Radiology setting would be an advantage. As the Duty and allocation Administrator, you will be responsible for responding to and managing all enquires to the Consultant Radiologist on duty, responding to all enquiries and re-directing as appropriate, identifying any clinical urgent enquires and ensuring they are responded to accordingly. In addition will offer support to the allocation of images for reporting, ensuring internal and external standards are achieved. The post holder will work as part of a team, providing administration cover over 12 hour days, 7 days per week. Main duties of the job The objectives of this role, is to provide support to the Duty Radiologist, managing all communication with the duty Radiologist to ensure effective efficient means of communication is made to obtain a prompt response and appropriate action is taken or advised. In conjunction with this, work alongside the Radiology Allocations team, ensuring that the countywide reporting requirements are appropriately managed and monitored, to acquire reports within clinical KPI`s and ensure no delays to patient care. About us Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this. Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond. The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them. We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do. Our objectives are simple: Best services for local people Best experience of care and best outcomes for our patients Best use of resources Best people Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system. We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer. Date posted 25 October 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Permanent Working pattern Full-time, Part-time, Job share, Flexible working Reference number C9365-24-1185 Job locations Charles Hastings Way Worcester Worcestershire WR5 1DD Job description Job responsibilities To be the first point of contact for Consultants, GPs, referrers and other healthcare professionals, who are contacting the Radiology department, for advice, or discussion, with the duty Radiologist. Responding to those enquiries, where appropriate and providing required information, advising on an alternative contact, or transferring calls, when appropriate, to the duty Radiologist. Ensuring that all enquiries are responded to in a timely fashion. To take responsibility of ensuring any communication to referrers is acted on promptly, so as not to delay any patient care and ensure any follow up communication is acted upon, escalating to Divisional representatives, as required. To take responsibility for the provision of day to day allocation of radiology examinations for allocating them to the appropriate Radiologist and take responsibility to monitor completeness, ensuring that internal standards are achieved/ maintained. The post holder will be accountable for any breach in KPI which has not been escalated to Directorate Manager. To be responsible for ensuring daily that reporting requirements are achieved, reallocating workloads to meet fluctuations in demand. This may require the need to negotiate with Clinical staff, or external providers and may deal with contentious issues requiring ability to communicate professionally, sensitively and effectively To be responsible for monitoring all diagnostic reporting folders daily and ensuring that reports are completed within internal standards, reallocating where required to ensure adherence to standards. To take responsibility in communicating and alerting Radiologists and reporting radiographers to any urgent examinations requiring urgent action. To take responsibility to monitor for and communicate clinically urgent findings to referrer`s, as per the Radiologists report Develop and maintain a good knowledge of Radiology exams/procedures and associated requirement i.e preparation, during the exam and any required aftercare to ensure a safe delivery of practice/service. Work within the PACs team, covering Radiology copies, CRIS/ICE error logs and patient copies, using IEP transfer To assist, as required, the management of CT and MRI In-patient scheduling, contacting wards to confirm examination attendance and arranging, if required transfer of patients. To monitor CT in-patient referral day list and inform the emergency department and inpatient wards of any scans which have been put on hold by the Duty Radiologist, providing information on actions required for imaging to proceed Demonstrate compassion through effective relationships based on empathy, respect and dignity. To demonstrate excellent communication and interpersonal skills including the ability to exercise diplomacy and an excellent telephone manner. Support the team to deliver care that helps improve the health of the individual and wider community. Demonstrate compassion through effective relationships based on empathy, respect and dignity. Demonstrate and promote good team morale, leading by example with ones own professional behaviour. To work in conjunction with the Directorate, effectively managing change and modernisation of administrative working practices to reduce the dependence on manual systems ensuring full utilisation of existing electronic systems and show an understanding of improvement techniques in both the development and planning stages.Working professionally with a multi-disciplinary team and in a complex environment. Have a flexible attitude towards the hours of work and participate in work and duties as required relevant to the directorate. Job description Job responsibilities To be the first point of contact for Consultants, GPs, referrers and other healthcare professionals, who are contacting the Radiology department, for advice, or discussion, with the duty Radiologist. Responding to those enquiries, where appropriate and providing required information, advising on an alternative contact, or transferring calls, when appropriate, to the duty Radiologist. Ensuring that all enquiries are responded to in a timely fashion. To take responsibility of ensuring any communication to referrers is acted on promptly, so as not to delay any patient care and ensure any follow up communication is acted upon, escalating to Divisional representatives, as required. To take responsibility for the provision of day to day allocation of radiology examinations for allocating them to the appropriate Radiologist and take responsibility to monitor completeness, ensuring that internal standards are achieved/ maintained. The post holder will be accountable for any breach in KPI which has not been escalated to Directorate Manager. To be responsible for ensuring daily that reporting requirements are achieved, reallocating workloads to meet fluctuations in demand. This may require the need to negotiate with Clinical staff, or external providers and may deal with contentious issues requiring ability to communicate professionally, sensitively and effectively To be responsible for monitoring all diagnostic reporting folders daily and ensuring that reports are completed within internal standards, reallocating where required to ensure adherence to standards. To take responsibility in communicating and alerting Radiologists and reporting radiographers to any urgent examinations requiring urgent action. To take responsibility to monitor for and communicate clinically urgent findings to referrer`s, as per the Radiologists report Develop and maintain a good knowledge of Radiology exams/procedures and associated requirement i.e preparation, during the exam and any required aftercare to ensure a safe delivery of practice/service. Work within the PACs team, covering Radiology copies, CRIS/ICE error logs and patient copies, using IEP transfer To assist, as required, the management of CT and MRI In-patient scheduling, contacting wards to confirm examination attendance and arranging, if required transfer of patients. To monitor CT in-patient referral day list and inform the emergency department and inpatient wards of any scans which have been put on hold by the Duty Radiologist, providing information on actions required for imaging to proceed Demonstrate compassion through effective relationships based on empathy, respect and dignity. To demonstrate excellent communication and interpersonal skills including the ability to exercise diplomacy and an excellent telephone manner. Support the team to deliver care that helps improve the health of the individual and wider community. Demonstrate compassion through effective relationships based on empathy, respect and dignity. Demonstrate and promote good team morale, leading by example with ones own professional behaviour. To work in conjunction with the Directorate, effectively managing change and modernisation of administrative working practices to reduce the dependence on manual systems ensuring full utilisation of existing electronic systems and show an understanding of improvement techniques in both the development and planning stages.Working professionally with a multi-disciplinary team and in a complex environment. Have a flexible attitude towards the hours of work and participate in work and duties as required relevant to the directorate. Person Specification Knowledge and skills Essential Knowledge of National NHS targets Diagnostic RTT Cancer Ability to build and develop good working relationships across a range of organisations Ability to influence/ persuade others with a positive approach and respect for work colleagues Ability to communicate effectively and demonstrate excellent Knowledge of NHS policy Ability to work independently and manage a complex workload Ability to analyse and interpret highly complex data and prepare written reports, exercising judgement on data requiring escalation Evidence ability to communicate clearly, professionally and effectively under complex and difficult situations with a wide range of stakeholders In-depth working knowledge of Microsoft Office. Desirable Knowledge of NHS IT systems Experience Essential Experience of managing conflicting workloads and priorities Experience of monitoring and managing waiting lists, waiting times and targets. Experience of managing Radiology IT systems Experience of analysing and solving IT problems Experience of analysing complex sensitive data and providing reports Experience of working in a patient care setting or customer facing environment and dealing with highly sensitive situations Experience working with a mulit-disciplinary team Desirable Experience in Radiology services Previous experience with ICE and CRIS systems Qualifications Essential GCSE grade A TO C in English and Maths Or Evidence of high level of relevant experience Desirable High Level of Education (e.g. A-level grade A-C or equivalent) Personal Attributes Essential Excellent verbal and written communication skills. Flexible and adaptable. Ability to work under own initiative and part of a team. Ability to prioritise conflicting workloads and escalate potential issues/risks appropriately Reliable and punctual Self-awareness in terms of assessing own knowledge and competence and understanding own boundaries Self-awareness in terms of recognising the impact of their behaviour towards others Able to present a professional image appropriate to the working environment Able to present a professional image appropriate to the working environment Self-motivated with a high drive for completion Committed Enthusiastic Ability to cope with stress Team worker Person Specification Knowledge and skills Essential Knowledge of National NHS targets Diagnostic RTT Cancer Ability to build and develop good working relationships across a range of organisations Ability to influence/ persuade others with a positive approach and respect for work colleagues Ability to communicate effectively and demonstrate excellent Knowledge of NHS policy Ability to work independently and manage a complex workload Ability to analyse and interpret highly complex data and prepare written reports, exercising judgement on data requiring escalation Evidence ability to communicate clearly, professionally and effectively under complex and difficult situations with a wide range of stakeholders In-depth working knowledge of Microsoft Office. Desirable Knowledge of NHS IT systems Experience Essential Experience of managing conflicting workloads and priorities Experience of monitoring and managing waiting lists, waiting times and targets. Experience of managing Radiology IT systems Experience of analysing and solving IT problems Experience of analysing complex sensitive data and providing reports Experience of working in a patient care setting or customer facing environment and dealing with highly sensitive situations Experience working with a mulit-disciplinary team Desirable Experience in Radiology services Previous experience with ICE and CRIS systems Qualifications Essential GCSE grade A TO C in English and Maths Or Evidence of high level of relevant experience Desirable High Level of Education (e.g. A-level grade A-C or equivalent) Personal Attributes Essential Excellent verbal and written communication skills. Flexible and adaptable. Ability to work under own initiative and part of a team. Ability to prioritise conflicting workloads and escalate potential issues/risks appropriately Reliable and punctual Self-awareness in terms of assessing own knowledge and competence and understanding own boundaries Self-awareness in terms of recognising the impact of their behaviour towards others Able to present a professional image appropriate to the working environment Able to present a professional image appropriate to the working environment Self-motivated with a high drive for completion Committed Enthusiastic Ability to cope with stress Team worker 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 Worcestershire Acute Hospitals NHS Trust Address Charles Hastings Way Worcester Worcestershire WR5 1DD Employer's website https://www.worcsacute.nhs.uk/ (Opens in a new tab)