Job responsibilities
This is an exciting and dynamic portfolio role, which requires excellent administrative and coordinative skills to support the delivery of a transformational programme of work for patients in the Coventry and Warwickshire economy.
The overall purpose of the Targeted Lung Health Check (TLHC) Programme is to enable the early detection of lung cancer in order to save lives. Coventry & Warwickshire Health & Care Partnership and the West Midlands Cancer Alliance has identified high disease and smoking prevalence areas within Coventry & Warwickshire where a significant impact can be made from detecting early stage lung cancer.
This requires a high calibre individual who can work autonomously in a stimulating and challenging environment in order to achieve outcomes efficiently.
The prospective candidate will be working within a newly developed team, working collaboratively with the TLHC programme manager, nursing colleagues & community colleagues to support partnership working with GP practices, Healthy Lifestyles Coventry and external support organisations.
This is a fixed term post and will be part of the National Targeted Lung Health Checks Programme, which is a key element of the early diagnosis of cancer and part of the NHS Long Term Plan.
The West Midlands Cancer Alliance has been awarded funding to deliver this transformational programme focussing on lung cancer. The programme has been recommended for national roll out by 2027.
The aim is to use a number of interventions designed to reduce lung cancer incidence, improve the stage at diagnosis and increase one-year survival.
The TLHC Project Support Officer will be required to support the programme manager and the clinical nurs lead in the delivery of the programme, guided by the framework for the TLHC National Programme and National Protocol.
This will involve close and ongoing liaison with CCG Clinical Leads for each locality, West Midlands Cancer Alliance, Public Health Leads, CCG Contracting, NHS Trusts and other relevant providers within the identified localities; to help design and plan the various delivery stages, whilst building and maintaining effective relationships across the organisations.
The project will focus on project mobilisation of new areas and evaluation. All components of the programme should be tailored to population needs; smoking cessation, public health and community awareness, lung health check invitations and lung pathway delivery. The programme and its delivery plan should be integrated within the wider health and social care agendas to ensure maximum benefit and population health improvement.
The post will also contribute to other areas of work as required where delivery responsibility may be outside of your remit; therefore, the role requires excellent communication and negotiation skills to influence stakeholders from across a range of organisations.
Main Duties/ Responsibilities
As part of our commitment to patients and delivery of a world class service for all we have created the UHCW Improvement (UHCWi) System in partnership with the Virginia Mason Institute in Seattle; this involves a structured approach to removing waste and putting the patient first using a lean management system and methodologies. Our culture and ways of working reflect and embed the practices and methodologies of UHCWi. You are expected, where identified, to attend and complete relevant training and development opportunities to support this. This may include Lean for Leaders, Advanced Lean Training, and the Human Factors Programme, amongst others. Full attendance and completion of identified courses is considered essential and a pre requisite for this post.
Areas of responsibility include:
- Manage the administration of the TLHC programme on a day to day basis and ensure that all TLHC programme documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.
- To work autonomously in the absence of the Programme Manager
- Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent / important and unpredictable issues ensuring a high quality administrative service
- Maintain effective communication networks at all levels across the organisation and externally in the ICB to facilitate the effective function of the TLHC programme
- Identify, draft and type all routine and ad hoc correspondence and reports, on behalf of the programme manager and team.
- Ensure timely data collation and completion of all TLHC patient data sets in preparation for submission to the Programme Manager (monthly); linking in with the TLHC nurse(s), radiology and smoking cessation services to ensure data has been obtained in a timely manner.
- Follow-up/identify for attention, outstanding issues which emerge from the programmes various meetings and teams work, including tracking patients through the the pathway and identifying when follow up is missing.
- Work on own initiative to prepare background information, collate information into reports, produce statistics and create and manage the TLHC databases as required
- Undertake detailed and / or specialist project work on behalf of the Programme Manager and team
- Manage the meeting process, preparing agendas, take, produce and circulate accurate minutes of meetings, arrange accommodation as appropriate.
- Manage and coordinate functions, such as seminars, health promotion events, conferences and workshops associated with the work of the TLHC programme
- Maintain an awareness of current issues within the Trust ensuring that key personnel receive appropriate and timely communication
- Line management responsibilities for the TLHC admin team; this includes delegation of work, HR management, data quality auditing
- Deal with staff, managers and external organisations in a professional and courteous manner, therefore, maintaining effective communication on behalf of the TLHC Programme Manager and team.
- Create and design visual aids / presentations on behalf of the Programme Manager and team, including taking material from the internet and other media.
- Exchange confidential sensitive or contentious information both internally and externally with senior managers / clinical staff / clients, which require persuasive skills where agreement and cooperation are required, e.g. sensitive staffing issues.
- Develop and maintain an effective filing system and bring forward system
- Manage orders, requisitions and invoices as appropriate.
- To provide a seamless interface with other Senior Managers, Team Leaders & GP practices.
- Be prepared to travel across Coventry and Warwickshire to ensure equity and quality of service provision.
- Engage, communicate and work directly with GP practices who have committed to participate in the delivery of the targeted lung screening pilot.
- Provide training and support to all information systems users, including users at other sites, and ensure that all information held is consistent, accurate and up-to-date.
Contractual Responsibilities
Confidentiality
The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Services business.
Health and Safety
All staff must be familiar with the Trust Health and Safety Policy, including a thorough understanding of personal responsibilities for maintaining own health and safety and others.
Risk Management
All staff need a basic working knowledge of risk management to enable them to participate in identification and control of all business risks that they encounter in their area of work.
Equality and Diversity
Everyone has the opportunity to be treated with dignity and respect at work and has a clear responsibility to comply with the detail and the spirit of the Dignity at Work Policy.
Infection Control and Prevention
The Trust is committed to minimising any risks of healthcare associated infection to patients, visitors and staff. All employees are required to be familiar with and comply with Infection Prevention and Control policies relevant to their area of work.
Safeguarding Vulnerable Adults and Children
The Trust is committed to ensuring the safeguarding of vulnerable adults and children in our care. All employees are required to be familiar with their responsibilities in this area and to raise any concerns as appropriate
Conflict of Interest
The Trust is responsible for ensuring that the service provided for patients in its care meets the highest possible standard. Equally, the trust is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The Trusts Standing Financial Instructions require any officer to declare any interest, direct or indirect, with contract involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties.
Working Time Regulations
The Working Time Regulations 1998 require that you should not work more than an average of 48 hours in each working week. For example, in a 26 week period you should work no more than 1248 hours. Employees may choose to opt out by providing written notification as appropriate.
For further details of the role please see the attached job description.
