Admin & Clerical Officer, Cardiopulmonary, WRH
Worcestershire Acute Hospitals NHS Trust
Weare looking to recruit a lung function Coordinator to join our friendly andenthusiastic team at Worcestershire Acute Hospitals NHS trust. This post isideal for a highly organised person who would feel accomplishment in improvingthe organisation and service provision for the sleep service.
Thelung function service offers ~7300 outpatient appointments acrossWorcestershire for patients diagnosed with or being investigated for; COPD,Asthma, Lung cancer and interstitial lung disease.
Thesuccessful candidate will assist in the booking of appointments, reschedulingappointments and supporting the clinical staff in optimising the waiting lists.This role has a significant contribution to the patient experience and is vitalfor efficient service delivery maximising the usefulness of the clinical staff.
Thepost holder will be based at Worcestershire Royal Hospital but may be requiredto work on other Trust sites. Worcestershire Acute Hospitals NHS Trustcomprises of 3 hospitals: The Alexandra Hospital, Worcestershire RoyalHospital, and Kidderminster Treatment Centre. All sites have good road links toM42 and M5 motorways.
Main duties of the job
Work independently and as part of a mixed team,managing and prioritising daily workload. Including prioritising andcoordinating clinical appointments, forwarding patient letters, liaising withpatients, relatives and carers. Answering the telephone, resolving patientqueries, receiving and returning calls to Consultant Physicians, GPs, medicalcompanies and other medical personnel. Taking and relaying messages in aprofessional manner, enabling the department to provide an efficient andeffective clinical service. Maintaining appointment listse.g.partial booking and fully booking appointments, investigatingif patients have been waiting longer than expected at the request ofdirectorate managers outcoming attendances, competently using the variouselectronic Trust wide clinical systems including: OASIS, Bluespier, EZ Notesand ICE. Develop and maintain filing systems for patient clinicalinvestigations and departmental correspondence e.g. equipment maintenance etc.Ensure and maintain office equipment and consumables, requisitioning tore-order office equipment/consumables.
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.
Job responsibilities
WORCESTERSHIREACUTE HOSPITALS NHS TRUST
JOB DESCRIPTION
Pay Band:3
Hours:Full Time 37.5 Hours Per Week
Accountableto:Countywide Respiratory Physiology Lead
Reportsto:Cardiopulmonary admin team lead
Key Working Relationships:
Internal: All categories of patientswithin the trust. All levels of Medical, Nursing, Clerical, Ancillary andEngineering personnel. External: All categories of patients and relatives,general public, General Practitioners and staff, Paramedics, Companyrepresentatives and technical training advisors.
Job Purpose:
The post holder will support the Lung function service in theprovision lung function tests to the Worcestershire population.
The post holder will be the primary point of contact for patientsrequiring assistance withappointment scheduling for the lung function service
The post holder will be responsible for monitoring target datesand escalating issues promptly.
The post holder will be integral in the deployment of PatientInitiaded Follow Up (PIFU) pathways
The post holder will book and reschedule clinic appointments.
Key Duties:
Consistently provide high quality care in a visible and highly professional manner, acting as a positive role model.
The post holder will work closely with Associate practitioners,Healthcare Scientists, Specialist Nurses, Clerical staff and Consultantclinicians.
Maintainingappointment lists e.g.: partial booking,booking appointments, outcoming and datasetting all patient attendances on PASallscripts.
Liaiseand exchange information with other departments, secretaries, staff within theTrust.
Workindependently, managing and prioritising daily workload. Including prioritisingand coordinating clinical appointments, forwarding patient letters, liaisingwith patients.
Answeringthe telephone, resolving patient queries, receiving and returning calls toConsultant Physicians, GPs, medical companies and other medical personnel.
Takingand relaying messages in a professional manner, enabling the department toprovide an efficient and effective clinical service.
Opening,sorting, distributing and prioritizing daily post and clinical investigationrequests and reports.
Competentlyuse the various electronic Trustwide clinical systems including: OASIS,Bluespier, EZ Notes and ICE.
Formulateand type correspondence under the instruction of the Head of the Departmentand/or Highly Specialised Physiologists.
Developand maintain filing systems for patient clinical investigations anddepartmental correspondence e.g. equipment maintenance etc.
Ensureand maintain office equipment and consumables, requisitioning to re-orderoffice equipment/consumables.
Trainingand Supervision:
Trainnew members of staff in the Admin & clerical departmental procedures.
Undertakeannual Trust mandatory training
Adhereto all Worcestershire Acute NHS Trust policies and procedures. In accordancewith the Trusts Health and Safety, the post holder must take reasonable careof their own safety, and that of others who may be effected by their acts oradmissions, and co-operate with staff in performing and complying with anystatutory duties or requirements.
Clinicalgovernance and quality
To contribute to the maintenance of all trust policies andprocedures within the departments.
Support systematic clinical audit and monitor improvements.
Help ensure a safe, secure environment for patients, visitors andstaff.
Ensure that confidentiality of patient records is strictlymaintained and comply with the Data Protection Act.
Ensure the update and smooth running of departmental databases andarchive systems.
Vision and Values:
TheTrust aims to provide local services for local people. It has developed itsvision to reflect this commitment.
Tocontinue to be the major provider of acute/specialist services for the peopleof Worcestershire (and wider) with a strong reputation for providingoutstanding, high quality, reliable, accessible and integrated healthcare forlocal people
Standard Clauses:
The purpose of this post should remain constant, but theduties and responsibilities may vary over time within the overall role andlevel of the post. The post holder mayfrom time to time be asked to undertake other reasonable duties. Any such changes will be made in discussionwith the post holder in the light of service needs.
Competence
The post holder is responsible for limiting his / heractions to those which s/he feels competent to undertake. If the post holder has any doubts as to hisor her competence during the course of his / her duties then s/he shouldimmediately speak to their line manager or supervisor.
Codes of conduct
All employees of the Trust who are required to be registeredwith a professional body, to enable them to practise within their profession,are required to comply with their code of conduct and requirements of theirprofessional registration. Those staffthat are not required to be registered with a professional body are required tocomply with the Trusts codes of conduct.
Confidentiality
The post holder must maintain confidentiality, security andintegrity of information relating to patients, staff and other Health Servicebusiness.
Records Management
All employees of the Trust are legally responsible for allrecords that they gather, create or use as part of their work within the Trust(including patient, financial, personnel and administrative), whether paper orcomputer based. All such records are consideredpublic records and all employees have a legal duty of confidence to serviceusers. Employees should consult theirmanager if they have any doubt as to the correct management of records withwhich they work.
Health and Safety
Employees must be aware of the responsibilities placed onthem under the Health and Safety at Work Act (1974) and the Manual HandlingOperations Regulations (1992) and all relevant Trust Health and Safety Policiesand Guidance. This ensures that theagreed safety procedures are carried out to maintain a safe environment foremployees, patients and visitors to the Trust.
Infection Control
Employees must accept personal responsibility andaccountability for Infection Prevention and Control practice. Employees should ensure they are familiarwith, and comply with, all relevant Infection Control policies for minimisingthe risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatoryupdates in Infection Control.
The Trusts approach tosmoking is in line with the governments on-going initiatives for an eventualsmoke-free environment. It aims to adhere to the Worcestershire HealthCommunity Campaign to help Worcestershire stop smoking.
A no smoking environmentpolicy exists within all Trust premises including entrances and exits tohospital buildings and on other Trust property (with the exception of staffresident in staffresidences, as these are the homes of staff). In June2014 a ban was implanted which meant staff, contractors and volunteers were nolonger permitted to smoke in any of the hospital grounds, including carparks.
Further to this, TheAlexandra, Kidderminster and Worcestershire Royal Hospitals, have all becomesmoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members ofthe public, patients and visitors are not allowed to smoke in any of the acutehospital grounds, including car parks.
It is a standard element of the role and responsibility ofall employees of the Trust that they fulfil a proactive role towards themanagement of risk in all of their actions.This entails the risk assessment of all situations, taking appropriateactions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that allemployees must co-operate with any investigations undertaken.
Job description
Job responsibilities
WORCESTERSHIREACUTE HOSPITALS NHS TRUST
JOB DESCRIPTION
Post Title:Lungfunction Coordinator
Pay Band:3
Hours:Full Time 37.5 Hours Per Week
Location/ Department:Worcestershire Royal Hospital / Cardiopulmonary
Accountableto:Countywide Respiratory Physiology Lead
Reportsto:Cardiopulmonary admin team lead
Key Working Relationships:
Internal: All categories of patientswithin the trust. All levels of Medical, Nursing, Clerical, Ancillary andEngineering personnel. External: All categories of patients and relatives,general public, General Practitioners and staff, Paramedics, Companyrepresentatives and technical training advisors.
Job Purpose:
The post holder will support the Lung function service in theprovision lung function tests to the Worcestershire population.
The post holder will be the primary point of contact for patientsrequiring assistance withappointment scheduling for the lung function service
The post holder will be responsible for monitoring target datesand escalating issues promptly.
The post holder will be integral in the deployment of PatientInitiaded Follow Up (PIFU) pathways
The post holder will book and reschedule clinic appointments.
Key Duties:
Consistently provide high quality care in a visible and highly professional manner, acting as a positive role model.
The post holder will work closely with Associate practitioners,Healthcare Scientists, Specialist Nurses, Clerical staff and Consultantclinicians.
Maintainingappointment lists e.g.: partial booking,booking appointments, outcoming and datasetting all patient attendances on PASallscripts.
Liaiseand exchange information with other departments, secretaries, staff within theTrust.
Maintainand order departmental stationery stock
Workindependently, managing and prioritising daily workload. Including prioritisingand coordinating clinical appointments, forwarding patient letters, liaisingwith patients.
Answeringthe telephone, resolving patient queries, receiving and returning calls toConsultant Physicians, GPs, medical companies and other medical personnel.
Takingand relaying messages in a professional manner, enabling the department toprovide an efficient and effective clinical service.
Opening,sorting, distributing and prioritizing daily post and clinical investigationrequests and reports.
Competentlyuse the various electronic Trustwide clinical systems including: OASIS,Bluespier, EZ Notes and ICE.
Formulateand type correspondence under the instruction of the Head of the Departmentand/or Highly Specialised Physiologists.
Developand maintain filing systems for patient clinical investigations anddepartmental correspondence e.g. equipment maintenance etc.
Ensureand maintain office equipment and consumables, requisitioning to re-orderoffice equipment/consumables.
Trainingand Supervision:
Trainnew members of staff in the Admin & clerical departmental procedures.
Undertakeannual Trust mandatory training
Maintaincontinual professional development (CPD).
Adhereto all Worcestershire Acute NHS Trust policies and procedures. In accordancewith the Trusts Health and Safety, the post holder must take reasonable careof their own safety, and that of others who may be effected by their acts oradmissions, and co-operate with staff in performing and complying with anystatutory duties or requirements.
Clinicalgovernance and quality
To contribute to the maintenance of all trust policies andprocedures within the departments.
Support systematic clinical audit and monitor improvements.
Help ensure a safe, secure environment for patients, visitors andstaff.
Ensure that confidentiality of patient records is strictlymaintained and comply with the Data Protection Act.
Ensure the update and smooth running of departmental databases andarchive systems.
Vision and Values:
TheTrust aims to provide local services for local people. It has developed itsvision to reflect this commitment.
Tocontinue to be the major provider of acute/specialist services for the peopleof Worcestershire (and wider) with a strong reputation for providingoutstanding, high quality, reliable, accessible and integrated healthcare forlocal people
Standard Clauses:
The purpose of this post should remain constant, but theduties and responsibilities may vary over time within the overall role andlevel of the post. The post holder mayfrom time to time be asked to undertake other reasonable duties. Any such changes will be made in discussionwith the post holder in the light of service needs.
Competence
The post holder is responsible for limiting his / heractions to those which s/he feels competent to undertake. If the post holder has any doubts as to hisor her competence during the course of his / her duties then s/he shouldimmediately speak to their line manager or supervisor.
Codes of conduct
All employees of the Trust who are required to be registeredwith a professional body, to enable them to practise within their profession,are required to comply with their code of conduct and requirements of theirprofessional registration. Those staffthat are not required to be registered with a professional body are required tocomply with the Trusts codes of conduct.
Confidentiality
The post holder must maintain confidentiality, security andintegrity of information relating to patients, staff and other Health Servicebusiness.
Records Management
All employees of the Trust are legally responsible for allrecords that they gather, create or use as part of their work within the Trust(including patient, financial, personnel and administrative), whether paper orcomputer based. All such records are consideredpublic records and all employees have a legal duty of confidence to serviceusers. Employees should consult theirmanager if they have any doubt as to the correct management of records withwhich they work.
Health and Safety
Employees must be aware of the responsibilities placed onthem under the Health and Safety at Work Act (1974) and the Manual HandlingOperations Regulations (1992) and all relevant Trust Health and Safety Policiesand Guidance. This ensures that theagreed safety procedures are carried out to maintain a safe environment foremployees, patients and visitors to the Trust.
Infection Control
Employees must accept personal responsibility andaccountability for Infection Prevention and Control practice. Employees should ensure they are familiarwith, and comply with, all relevant Infection Control policies for minimisingthe risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatoryupdates in Infection Control.
NonSmoking Policy
The Trusts approach tosmoking is in line with the governments on-going initiatives for an eventualsmoke-free environment. It aims to adhere to the Worcestershire HealthCommunity Campaign to help Worcestershire stop smoking.
A no smoking environmentpolicy exists within all Trust premises including entrances and exits tohospital buildings and on other Trust property (with the exception of staffresident in staffresidences, as these are the homes of staff). In June2014 a ban was implanted which meant staff, contractors and volunteers were nolonger permitted to smoke in any of the hospital grounds, including carparks.
Further to this, TheAlexandra, Kidderminster and Worcestershire Royal Hospitals, have all becomesmoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members ofthe public, patients and visitors are not allowed to smoke in any of the acutehospital grounds, including car parks.
Risk Management
It is a standard element of the role and responsibility ofall employees of the Trust that they fulfil a proactive role towards themanagement of risk in all of their actions.This entails the risk assessment of all situations, taking appropriateactions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that allemployees must co-operate with any investigations undertaken.
Children and vulnerable adults
You have a responsibility for promoting and safeguarding thewelfare of the children / young people / vulnerable adults that you come intocontact with or are responsible for in your job role and sphere of competence.
Disclosure and Barring Service
The Trust aims to promote equality of opportunity for all,with the right mix of talent, skills and potential. Criminal records will be taken into accountfor recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements inrespect of exempted questions under the Rehabilitation of Offenders Act 1974,all applicants who are offered employment will be subject to a criminal recordcheck from the Disclosure and Barring Service before the appointment isconfirmed. This will include details ofcautions, reprimands or final warnings, as well as convictions.Postholders may periodically be asked toundertake a re-check.
Equality and Diversity
TheTrust has a clear commitment to equality for all in employment practices basedon an applicants ability, skills and aptitude for the post.It is thereforethe duty of every employee to comply with the detail and spirit of thesepolicies and the law at all times. Anyissues or concerns you have should be taken up with your manager or the humanresource team as soon as possible.
The job description is not intended to beexhaustive and it is likely that duties may be altered from time to time in thelight of changing circumstances and after consultation with the post-holder.
The post holder might be required to workacross the Trust at any time throughout the duration of their contract, whichmay entail travel and working at different hospital sites.
Person Specification
Experience
* Experience in Organising and Scheduling.
* Experience in customer service
* Experience in resolving telephone queries.
* Training in telephone management.
Qualifications
* GCSE grade A to C in English and Maths or equivalent
* Administrative and Clerical or IT qualification
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 name
Worcestershire Acute Hospitals NHS Trust
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