Job summary
An exciting opportunity has come up in the Thoracic Medicine Department for a full time Specialty Coordinator for 37.5 hours a week. We are looking for an enthusiastic and energetic individual to work in this extremely busy department supporting the Thoracic Medicine administration team within the Chest Clinic. The post is to support a small group of the medical secretarial team in Thoracic Medicine whilst picking up secretarial tasks themselves. The post is interesting and varied and requires the ability to work as a member of a team.
Applicants should have a responsible attitude and be able to demonstrate good communication skills, as close liaison is required within the Service Line and Care Group management, Clinicians, the OAC, and with patients and the general public.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To provide a comprehensive administrative service to a consultant and/or group of medical staff in an efficient and timely manner.
Provide line management for the Fast track cancer administration team.
Provide and deliver a high standard of full secretarial services to the Consultant and/or group of medical staff using a varied range of work procedures.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- Lead on co-ordination of multidisciplinary fast track clinics, including liaising with colleagues in cancer service, Thoracic surgery and oncology.
- Coordinate MDT submissions and manage patients through their cancer pathway in line with cancer targets.
- Line manage a team of Medical Secretaries to deliver a high quality service.
- Responsible for ensuring that the team is supervised on a day to day basis, monitoring workloads, and providing the service line management team with updates using routine and exceptional reporting processes.
- Ensure sufficient cover at all times. Work with service line teams to ensure sufficient administration staff are available during core working hours. Facilitate staff attending statutory training, and liaise with service line management team.
- Work with Clinical Admin Manager to ensure key performance standards in relation to patient access are met. This includes ensuring all data quality reports are actioned.
- Responsible for the supervision and training of junior staff. Where appropriate supervise members of the team. Work with directorate in recruiting new members to the team.
- Ensuring all specialty referrals are managed in accordance with the Trusts Waiting List Policy.
- Co-ordination of speciality waiting lists /PTLs, including Cancer PTL, within the framework of the Trusts Waiting List Policy and escalating concerns accordingly.
- Escalate concerns regarding capacity issues which affect patient access; and also working with service line management team to resolve such issues.
- Work with service line management team to develop administrative procedures to enhance the smooth management of the department.
- Responsible for the administration of clinical governance processes such as the mortality reviews and clinical audits
- Work with the Clinical Admin manager to ensure clinic rooms are booked correctly through Bookwise and clinics are fully utilised on a daily basis.
- Responsible for maintaining and order stationary / stock for department through EPROC.
- Provide operational support in times of OPEL escalation status
- Working with Service Line Manager to support improvement works to sleep service and management of new patient waiting list.
Job description
Job responsibilities
- Lead on co-ordination of multidisciplinary fast track clinics, including liaising with colleagues in cancer service, Thoracic surgery and oncology.
- Coordinate MDT submissions and manage patients through their cancer pathway in line with cancer targets.
- Line manage a team of Medical Secretaries to deliver a high quality service.
- Responsible for ensuring that the team is supervised on a day to day basis, monitoring workloads, and providing the service line management team with updates using routine and exceptional reporting processes.
- Ensure sufficient cover at all times. Work with service line teams to ensure sufficient administration staff are available during core working hours. Facilitate staff attending statutory training, and liaise with service line management team.
- Work with Clinical Admin Manager to ensure key performance standards in relation to patient access are met. This includes ensuring all data quality reports are actioned.
- Responsible for the supervision and training of junior staff. Where appropriate supervise members of the team. Work with directorate in recruiting new members to the team.
- Ensuring all specialty referrals are managed in accordance with the Trusts Waiting List Policy.
- Co-ordination of speciality waiting lists /PTLs, including Cancer PTL, within the framework of the Trusts Waiting List Policy and escalating concerns accordingly.
- Escalate concerns regarding capacity issues which affect patient access; and also working with service line management team to resolve such issues.
- Work with service line management team to develop administrative procedures to enhance the smooth management of the department.
- Responsible for the administration of clinical governance processes such as the mortality reviews and clinical audits
- Work with the Clinical Admin manager to ensure clinic rooms are booked correctly through Bookwise and clinics are fully utilised on a daily basis.
- Responsible for maintaining and order stationary / stock for department through EPROC.
- Provide operational support in times of OPEL escalation status
- Working with Service Line Manager to support improvement works to sleep service and management of new patient waiting list.
Person Specification
Knowledge and Experience
Essential
- Demonstrable experience as a medical secretary.
- Demonstrable ability to use all main software packages.
- Proven knowledge of patient management systems.
Desirable
- Previous demonstrable supervisory experience or a qualification in supervisory skills.
- Demonstrate proven knowledge of Primary Target Lists, and waiting list management.
Qualifications
Essential
- NVQ Level 3 Business Administration or equivalent qualification/ equivalent demonstrable experience
Desirable
- OCR 3 or above, or equivalent
Aptitude and Abilities
Essential
- Excellent organisational skills
- Excellent telephone manner
- Ability to communicate at all levels
- Ability to handle difficult/distressed patients in a sensitive and empathetic manner.
Person Specification
Knowledge and Experience
Essential
- Demonstrable experience as a medical secretary.
- Demonstrable ability to use all main software packages.
- Proven knowledge of patient management systems.
Desirable
- Previous demonstrable supervisory experience or a qualification in supervisory skills.
- Demonstrate proven knowledge of Primary Target Lists, and waiting list management.
Qualifications
Essential
- NVQ Level 3 Business Administration or equivalent qualification/ equivalent demonstrable experience
Desirable
- OCR 3 or above, or equivalent
Aptitude and Abilities
Essential
- Excellent organisational skills
- Excellent telephone manner
- Ability to communicate at all levels
- Ability to handle difficult/distressed patients in a sensitive and empathetic manner.
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).
