Colposcopy Clinical Administration Officer

Job description

Job responsibilities

To provide specialist administrative services to senior clinical/non-clinical staff. This will include dictation, note taking and typing where there is a need for advanced skills.

To action complex instructions from medical and clinical staff and/or other designated senior staff.

To receive patient queries, communicate those queries to the appropriate clinician and respond to the patient as directed.

Work to strict colposcopy deadlines, monitoring patients progress/activity throughout the pathway making information available to all levels of staff on each patients status.

To monitor outstanding diagnostic test results for patients that may require subsequent action.

Liaise with all agencies regarding patient pathway. Accurately taking telephone and e-mail messages regarding the pathway, actioning them as required. Deal with sensitive information in a professional, confidential and positive manner.

To organise meetings and events, producing meeting action notes, minutes and agendas as necessary. This will include diary management where appropriate, ensuring that senior staff are supported in achieving relevant objectives.

Create required documentation in the form of spreadsheets and word documents as required by the Cervical Screening Programme Lead (CSPL), submitting data when required.

Complete a weekly spreadsheet for Cytology/Histology correlation for Chesterfield/Derby.

Utilise the laboratory iLAB database system and Exeter database system for extraction of data as required by the CSPL.

To aid in the audit of invasive cancers and any other audits that may be required of the cervical screening service.

To provide clerical and secretarial support to the CSPL for one day per week, ensuring letters and e-mails etc. are communicated efficiently.

Prepare slides, paperwork and video conferencing for the monthly CPC meeting and monthly Invasive Cancer meeting.

Create and maintain an electronic filing system for the CSPL.

Provide cross cover for other CAOs in the event of either scheduled or unscheduled absence.

To maintain confidentiality at all times relating to the patients, staff and the Trust.

Ensure that all local administrative support processes are appropriately actioned.

To support the divisional leadership team in achieving local, Trustwide and national targets.

Other support services as required.

Agree targets and objectives for designated junior staff in local structures.

Balance workload ensuring all local requirements, resources and targets are met.

Meet all other requirements defined in accordance with the local structures for which the post has responsibility.

Person Specification

Qualifications and Training

Essential

• Excellent typing skills
• Knowledge of Microsoft packages
• NVQ III (or equivalent)

Experience

Essential

• Experience of working as part of a multi-disciplinary team.
• Previous experience of hospital systems.
• Attendance and contribution at meetings.

Desirable

• Previous experience in a healthcare environment.

Skills and Knowledge

Essential

• oGood communication skills.
• oNegotiation skills.
• oFamiliar with work-based computer packages.
• oGood telephone manner
• oProblem solving.
• oPrioritisation and organisational skills

Desirable

• Knowledge of databases.
• Knowledge of MDT meetings.
• Knowledge of Medway.

Demonstrates Trust Values

Essential

• Compassion, Ambition, Respect, Encourage - Proud to CARE

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. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Chesterfield Royal Hospital NHS Foundation Trust

Address

Chesterfield Royal Hospital Foundation Trust

Calow

Chesterfield

S44 5BL

Employer's website

https://www.chesterfieldroyal.nhs.uk/ (Opens in a new tab)