Job summary
The Dermatology service at University Hospital Lewisham is seeking a part time member of the administrative team to provide comprehensive and proactive administrative support to the Dermatology Department, with a particular focus onscheduling dermatology procedures, and associated administrative tasks. Responsibilities include maintaining accurate patient records, ensuring clinics are fully utilised through the effective booking and rescheduling of surgical appointments. The role also involves supporting secretarial functions when required, contributing to the smooth and efficient running of the department.
Main duties of the job
The post holder will lead on the booking of all minor operations within the Dermatology department, maintaining accurate records of surgical bookings and ensuring patients on the waiting list are validated in line with the Trust's 18-week, 28-day, and 62-day pathways. Patients will be booked in order of clinical urgency and within breach dates, liaising with colleagues across services where required. The post holder will maximise theatre utilisation by planning surgical lists at least four weeks in advance and using Trust IT systems to support productivity, escalating any capacity issues to the Dermatology Management Team. The role also involves leading on validation and booking of the dermatology procedure request list, managing related documentation such as request forms and surgical checklists, and ensuring appropriate storage and uploading to the electronic patient record in accordance with Information Governance policy. The post holder will work closely with other services to ensure effective pathway management, support the Assistant Service Manager with patient tracking, and use initiative when responding to urgent requests from managers and consultants. Finally, the post holder will ensure all activity is accurately recorded on PAS systems, including DNAs, and that patients are rebooked promptly to avoid delays in care.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
- Lead on the booking of all minor operations for the Dermatology department including keeping a record of any changes to surgical bookings.
- Ensure that all patients on the waiting list are validated to promote an effective management of the Trusts 18-week, 28 day and 62-day pathways.
- Booking patients in order of clinical urgency and within their breach date, liaising with colleagues in other services where required.
- Maximising dermatology theatre utilisation including utilising Trust IT tools and systems to maximise surgical productivity. This will include planning surgical lists 4 weeks in advance.
- Escalate any theatre capacity issues to the Dermatology Management team.
- Leading on the validation and booking of the dermatology procedure request list
- Managing any documentation related to dermatology theatres including but not limited to request forms and surgical checklist. This will include the appropriate storage and uploading of paper records to the electronic patient record in line with Trust Information Governance policy.
- Ensure that all MOPs enquiries are dealt with in a timely, polite, professional and confidential manner, taking action or escalating as appropriate, using initiative and prioritising skills.
- Provide accessible and clear information to colleagues and patients at all times, this will include written and verbal communication.
- Proactively manage patient pathways so that all patients receive a high standard of service delivery. This will include attendance of weekly waiting list meetings and ensuring escalations are actioned in a timely manner.
- Working closely with colleagues in other services to ensure good patient pathway management.
- Support the Assistant Service Manager with patient tracking.
- Use initiative when dealing with patients problems or when dealing with managers and consultants who may request patient information urgent changes to theatre lists.
- Ensure all activity is cashed up in a timely manner using Trusts PAS/appropriate IT system including DNAs. Rebooking patients that DNA in a timely manner to prevent delays to patient care.
Job description
Job responsibilities
- Lead on the booking of all minor operations for the Dermatology department including keeping a record of any changes to surgical bookings.
- Ensure that all patients on the waiting list are validated to promote an effective management of the Trusts 18-week, 28 day and 62-day pathways.
- Booking patients in order of clinical urgency and within their breach date, liaising with colleagues in other services where required.
- Maximising dermatology theatre utilisation including utilising Trust IT tools and systems to maximise surgical productivity. This will include planning surgical lists 4 weeks in advance.
- Escalate any theatre capacity issues to the Dermatology Management team.
- Leading on the validation and booking of the dermatology procedure request list
- Managing any documentation related to dermatology theatres including but not limited to request forms and surgical checklist. This will include the appropriate storage and uploading of paper records to the electronic patient record in line with Trust Information Governance policy.
- Ensure that all MOPs enquiries are dealt with in a timely, polite, professional and confidential manner, taking action or escalating as appropriate, using initiative and prioritising skills.
- Provide accessible and clear information to colleagues and patients at all times, this will include written and verbal communication.
- Proactively manage patient pathways so that all patients receive a high standard of service delivery. This will include attendance of weekly waiting list meetings and ensuring escalations are actioned in a timely manner.
- Working closely with colleagues in other services to ensure good patient pathway management.
- Support the Assistant Service Manager with patient tracking.
- Use initiative when dealing with patients problems or when dealing with managers and consultants who may request patient information urgent changes to theatre lists.
- Ensure all activity is cashed up in a timely manner using Trusts PAS/appropriate IT system including DNAs. Rebooking patients that DNA in a timely manner to prevent delays to patient care.
Person Specification
Qualifications & Knowledge
Essential
- GCSEs (or equivalent) including English and Maths.
- Knowledge of office procedures and systems
Desirable
- Knowledge of NHS outpatient processes.
Experience
Essential
- Experience of working in an administrative role.
- Experience of dealing with the public, both face-to-face and over the telephone.
- Previous NHS or healthcare experience.
- Experience of using hospital appointment booking systems.
Skills & Abilities
Essential
- Ability to prioritise workload and meet deadlines.
- Accuracy and attention to detail when maintaining records.
- Good communication skills, both written and verbal.
- Competence in Microsoft Office (Word, Excel, Outlook).
Person Specification
Qualifications & Knowledge
Essential
- GCSEs (or equivalent) including English and Maths.
- Knowledge of office procedures and systems
Desirable
- Knowledge of NHS outpatient processes.
Experience
Essential
- Experience of working in an administrative role.
- Experience of dealing with the public, both face-to-face and over the telephone.
- Previous NHS or healthcare experience.
- Experience of using hospital appointment booking systems.
Skills & Abilities
Essential
- Ability to prioritise workload and meet deadlines.
- Accuracy and attention to detail when maintaining records.
- Good communication skills, both written and verbal.
- Competence in Microsoft Office (Word, Excel, Outlook).
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.
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).
Additional information
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.
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).
