Administration Specialist

Job description

Job responsibilities

1. Job Purpose:

a.Efficiently and effectively provide appointments to all eligible men, using the National Screening Programme IT system, in a number of venues across Coventry and Warwickshire in accordance AAA Quality Standards and Service Objectives and the AAA Screening Programme Service Specification, including the coordination of their ongoing pathway

b.Efficiently and effectively co-ordinate the work of the specialist multidisciplinary team to ensure there is effective co-operation between departments across the whole AAA screening, diagnostic and treatment pathway of those involved in the delivery of AAA services

c. To actively seek to ensure that all patients are screened and treated within national targets set for AAA patients

d. Where these targets are not likely to be met; to proactively take steps to ensure that patients treatment schedules are brought back within target

e. To understand the pathway of each individual patient; monitoring their progress and ensuring timely intervention is achieved

f. Develop administrative systems consistent with the National Screening Programmeto streamline the patient journey and improve the quality of patient care

g. Develop information systems, in line with Trust strategy and National Screening Programme, for the recording and reporting of clinical and performance data. Working across multiple systems, ensure that the key clinical and administrative data is recorded and validated.

2. AAA patient pathway co-ordination

a. To take personal responsibility for administrative co-ordination and sequencing of the clinical pathway for a range of AAA screening patients (possibly around 600 patients at any one time), at various stages in their journey

b. The post holder is expected to co-ordinate, organise and modify multiple clinical interventions and activities for each patient which may be over an extended period of time across directorates and multiple clinical services; and respond to variations in the plan accordingly

c. For each individual patient, to understand current and future requirements; and then to take proactive steps through current action and forward planning, to ensure this pathway is maintained

d. To challenge the progress of patients journeys with all members of the AAA MDT (Consultants, Nurses, Sonographers etc).

e. To persuade clinical service providers to alter existing appointments (by prioritising AAA activity) to ensure AAA pathway is maintained.

f. To actively seek to alter patients appointments at own discretion through communication and instruction to service areas

g.Where personal intervention is unsuccessful, to identify through the escalation policy to the AAA Screening Programme Manager, and in their absence, the Clinical Director, any deviation from expected pathway in a timely manner to allow corrective action to be achieved

h.To communicate alteration to planned appointments directly to patients and their carers.

i. Deal with non-clinical queries from general practitioners and members of the multidisciplinary team.

3. Multidisciplinary team co-ordination

a.Facilitate and co-ordinate the functions of the AAA multidisciplinary team meetings

b.Provide administrative support for specialist MDT meetings

c.The post holder will be expected to take minutes and records of the MDT meetings during that week, check and distribute those minutes. High levels of accuracy are required, as these records will be used to determine care pathways

d.Liaise with clinical and administrative staff across directorates to develop schedules of patients to be discussed at MDT meetings

e.Implement systems to ensure that the information necessary for effective team functioning is available at each meeting

f.Attend each MDT, and facilitate the use of video conferencing equipment as needed

g.Ensure actions plans are produced and recorded for each patient discussed at the MDT meetings and communicate this information to the relevant GP within 24 hours

h.Be responsible for and ensure that any appropriate follow-up actions from MDT meetings are carried out as identified by clinical teams

4. Data management

a.To use multiple clinical information systems and databases to understand and co-ordinate patients pathways

b.The Post holder will be highly proficient in the use of computer and information systems, where data collection across multiple systems is required; recognising the vital requirement for the highest levels of accuracy and quality assurance

c.Work with the respective teams to continually develop robust clinical information systems for the capture of the national AAA screening and vascular data set and clinical outcomes data, as agreed by the AAA Screening Programme Manager/ Clinical Director

d.Ensure the accurate and timely capture of data to meet the standards of the Trust, National Screening Programme and professional bodies

5. Service Improvement

a.Support Trust and nation-wide improvement of AAA screening services in partnership with the MDT, National Screening Programme Team and other improvement initiatives to improve the speed of patient access to screening, consultation, diagnosis and treatment

b. Record and interpret data on MDT processes as required

c.Support clinical teams to improve the patient and carer experience

d.Adopt a supporting role in implementing, monitoring and auditing the standards set out in the AAA Quality Standards and Service Objectives, the AAA Screening Programme Service Specification and relevant NICE Guidance.

e. Work with clinical teams to undertake internal audit and patient satisfaction surveys

f. Provide regular reports on service improvement to MDT and promote awareness of service developments to all stakeholders

g. Management of QA spreadsheet- ensuring timely management of subjects is maintained for subjects referred to Medical Imaging and according to care pathway,

h. Ensure timely completion of QA spreadsheet by Medical Imaging once subjects have been screened by them.

i. Ensure accurate and timely input of this information onto the National Screening Programme IT system.

For further details of the job role please see attached job description.

Person Specification

Qualifications

Essential

• see supporting documents

Desirable

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Experience

Essential

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Knowledge

Essential

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Desirable

• see supporting documents

Skills

Essential

• see supporting documents

Desirable

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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

University Hospitals Coventry and Warwickshire NHS Trust

Address

Hospital of St. Cross

Barby Road

RUGBY

CV22 5PX

Employer's website

https://www.jobsatuhcw.co.uk (Opens in a new tab)