Job summary The East Midlands Sarcoma Service are one of fifteen NICE accredited Sarcoma Specialist Centres in England and Wales, and responsible for providing care for patients with soft tissue sarcoma at all body sites including the extremities, trunk wall and retroperitoneum. We are pleased to announce we have a part time Sarcoma Support Administrator vacancy for the East Midlands Sarcoma Service based at City Campus within NUH. Main duties of the job The role will be based within the Sarcoma team and will support the Sarcoma MDT (multiple disciplinary team) Coordinators & SPAs (specialist personal assistants ) covering all areas of administration support, for instance: Booking outpatient appointments via Careflow Typing Sarcoma clinic letters using the Winscribe system Supporting the MDT Coordinators with general administration, scanning & uploading documents to NUH systems, handling internal and external mail. Printing of MDT agendas Typing clinic letters using the Winscribe system support with maintaining the sarcoma diagnostic tracking system. Supporting the Sarcoma CNS nurses with regards to booking and changing clinic appointments Cover for Sarcoma clinic reception in times of annual leave or sickness Support with restructuring clinics in the absence of the SPA outpatients coordinator Adding patients to the Sarcoma waiting list to support the SPA waiting list coordinator 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 23 October 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 164-6702297 Job locations Nottingham University Hospital NHS City Campus Nottingham NG51PB Job description Job responsibilities JOB SUMMARY Working as part of the Sarcoma administration team the role will involve providing high quality admin and clerical support. 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 which are detailed above. KEY JOB RESPONSIBILITIES o Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the Sarcoma SPA, CNS nurses and management team. t Typing Sarcoma patient clinic letters via Winscribe o Support with the standard operating practice taking decision to escalate to the management team any clinic capacity issues. o Support and facilitate documentation scanning of MDT documents, clinic outcome forms and adding patients to the sarcoma waiting lists via the clinical proforma to Notis and DHR. o Contact GP surgeries to obtain additional patient information etc. o Responds 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. o Keep personally updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc. o Contact patients via telephone of their appointment date to prevent DNAs (did not attend) o Contact patients to confirm TCIs (to come in dates for surgery) and update their Careflow waiting list entry. o Booking and arranging Pre-Operative assements for patients listed for surgery. o Support the SPAs with managing patients on the partial booking follow up appointments waiting list. o Notify Sarcoma SPAs or management teams of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies. o Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times. o Liaising with external trusts who refer their patients to the Sarcoma MDTs or the Sarcoma Service. o Distributing and opening in-coming mail timely and dealing with appropriately. o 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. o Support the Sarcoma CNS nurses when appropriate with regards to the diagnostic tracking EXCEL spreadsheet. o o Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately. o Present a professional, polite and courteous attitude at all times on duty. o Undertake any other duties, which may reasonably be required. Job description Job responsibilities JOB SUMMARY Working as part of the Sarcoma administration team the role will involve providing high quality admin and clerical support. 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 which are detailed above. KEY JOB RESPONSIBILITIES o Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the Sarcoma SPA, CNS nurses and management team. t Typing Sarcoma patient clinic letters via Winscribe o Support with the standard operating practice taking decision to escalate to the management team any clinic capacity issues. o Support and facilitate documentation scanning of MDT documents, clinic outcome forms and adding patients to the sarcoma waiting lists via the clinical proforma to Notis and DHR. o Contact GP surgeries to obtain additional patient information etc. o Responds 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. o Keep personally updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc. o Contact patients via telephone of their appointment date to prevent DNAs (did not attend) o Contact patients to confirm TCIs (to come in dates for surgery) and update their Careflow waiting list entry. o Booking and arranging Pre-Operative assements for patients listed for surgery. o Support the SPAs with managing patients on the partial booking follow up appointments waiting list. o Notify Sarcoma SPAs or management teams of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies. o Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times. o Liaising with external trusts who refer their patients to the Sarcoma MDTs or the Sarcoma Service. o Distributing and opening in-coming mail timely and dealing with appropriately. o 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. o Support the Sarcoma CNS nurses when appropriate with regards to the diagnostic tracking EXCEL spreadsheet. o o Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately. o Present a professional, polite and courteous attitude at all times on duty. o Undertake any other duties, which may reasonably be required. Person Specification Training & Qualifications Essential oTo be educated to 'O' level, GCSE or equivalent standard including English at Grade C oNVQ Level 3 or equivalent Desirable To possess 5 GCSE A-C passes including English and Maths or equivalent EDCL or equivalent Experience Essential oExperience of MS Office - including Word & Excel oPrevious experience in an office environment oProficient word processing skills oUnderstanding of the importance of confidentiality oTyping 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 oAbility to develop good working relationships with medical and other hospital staff at all levels oExcellent communication skills with the ability to communicate with staff and the public at all levels. oAbility to deal tactfully and efficiently with a wide range of people e.g. Patients, visitors, medical staff in a helpful manner Desirable oAbility to work as part of a team and quickly adapt to changing situations Analytical and Judgement skills Essential oAble to use judgement to make decisions in order to solve problems/enquiries oWorks with standard procedures oUses own initiative Desirable oWorks in line with organisational goals and objectives. oWork in line with Trust Policies Planning and organisation skills Essential oDemonstrates an ability to organise own work schedule oManages time effectively and displays initiative oConsistently works to high standards Desirable oDemonstrates enthusiasm and a conscientious approach to work, advocating this to others. oEnsure patient information is prepared in advance of clinic oAbility to work within the designated Standard Operating Procedures to ensure consistent Trust wide practice Physical skills Essential oUses own equipment responsibly oAble to move case notes of various weights from different heights using regulation stools/ladders Desirable oFrequent use of VDU equipment Other requirements specific to the role Essential oDemonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace oRemains calm and co-operative under pressure or in difficult and uncertain situations Desirable oHighly motivated oGives consistent and stable performance under pressure Displays self-confidence, innovation and a positive image oAbility to work across both site Person Specification Training & Qualifications Essential oTo be educated to 'O' level, GCSE or equivalent standard including English at Grade C oNVQ Level 3 or equivalent Desirable To possess 5 GCSE A-C passes including English and Maths or equivalent EDCL or equivalent Experience Essential oExperience of MS Office - including Word & Excel oPrevious experience in an office environment oProficient word processing skills oUnderstanding of the importance of confidentiality oTyping 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 oAbility to develop good working relationships with medical and other hospital staff at all levels oExcellent communication skills with the ability to communicate with staff and the public at all levels. oAbility to deal tactfully and efficiently with a wide range of people e.g. Patients, visitors, medical staff in a helpful manner Desirable oAbility to work as part of a team and quickly adapt to changing situations Analytical and Judgement skills Essential oAble to use judgement to make decisions in order to solve problems/enquiries oWorks with standard procedures oUses own initiative Desirable oWorks in line with organisational goals and objectives. oWork in line with Trust Policies Planning and organisation skills Essential oDemonstrates an ability to organise own work schedule oManages time effectively and displays initiative oConsistently works to high standards Desirable oDemonstrates enthusiasm and a conscientious approach to work, advocating this to others. oEnsure patient information is prepared in advance of clinic oAbility to work within the designated Standard Operating Procedures to ensure consistent Trust wide practice Physical skills Essential oUses own equipment responsibly oAble to move case notes of various weights from different heights using regulation stools/ladders Desirable oFrequent use of VDU equipment Other requirements specific to the role Essential oDemonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace oRemains calm and co-operative under pressure or in difficult and uncertain situations Desirable oHighly motivated oGives consistent and stable performance under pressure Displays self-confidence, innovation and a positive image oAbility to work across both site 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 University Hospital NHS City Campus Nottingham NG51PB Employer's website https://www.nuh.nhs.uk/ (Opens in a new tab)