TB Administrator

Job description

Job responsibilities

MAIN DUTIES

Arrange all appointments for clinics, in close liaison with and at the request of the nursing and medical team.

Refer contacts to other TB services for appointments and chase up screening outcomes as requested by TB nurses.

Collate patient records, prepare files for clinic and re file notes.

Notify GPs and patients of X-ray reports/ letters as requested by Consultant and TB Nurse Specialists

Provide front-line reception ensuring the reception area is always manned to receive patients and support all clinics.

Manage telephone, and personal enquiries pertaining to patients, including situations where people may be upset, anxious or angry. The post holder will be expected to manage these situations in a calm, efficient and polite manner.

Open and manage all incoming mail, ensuring that all correspondence is date stamped and where appropriate, documents scanned to the hospital system prior to appointment. Identify and action any correspondence suitable for own response. Prioritise correspondence/enquiries; ensuring high priority matters are given urgent attention

Ensure that all patients are reminded of their appointments in advance.

Enter outcomes in an accurate and timely manner.

Be a point of contact for stakeholders and patients who may be emotional and distressed, ensuring that any language or any other communication barriers are overcome.

Maintain diaries as required.

Cooperate in the introduction of new technology and new working practices to ensure the smooth running of the department.

Undertake any activity requested by the clinical team and deemed within the expectations of the role.

Partnership working

Attend and participate in case review, cohort review and team and network meetings.

To attend, participate and provide administrative supportto the weekly site MDTs.

Contribute to building an effective team in exchanging views, ideas and communicating effectively.

Attend and participate in cohort review and case review meetings, providing support as required.

Assist in the induction and training of new staff.

Work collaboratively as part of an integrated team.

Assist colleagues as directed by line manager in times of pressure of work.

Liaise with UKHSA re referral of contacts/outcomes of contacts screened external to NCL TB service.

Professional responsibilities

Attend service training and study courses as required for personal development and/or advancement of the service.

Ensure 100% compliance with MAST training.

Be aware and adhere to policies relevant to the TB nursing service.

Participate in the annual appraisal process and contribute to a personal development plan.

Participate in Trust and local initiatives as required.

Adhere to the policies and procedures of the Trust.

Work with the administrative supervisor and the network coordinator to propose administrative pathways that would lead to a more effective administrative service.

Be responsible for confidentiality in line with trust policies and procedures.

Responsibility for information

Manage the generic email account daily and action all email appropriately.

Look up and action results in a timely manner.

Ensure that all clinical activity is recorded according to trust policy.

Prepare documentations such as presentations, patient leaflets etc using a range of IT software.

Accurately input data using a variety of trust IT systems and the NTBS in a timely way.

Strictly adhere to Caldicott principles and the Data Protection Act.

Ensure all information held is kept up to date.

Shred, destroy and dispose of confidential documentation in line with trust policy.

Provide information/produce reports as requested.

Audit

Assist with the collection and provision of statistical data as required.

Be responsible for maintaining computer-based patient records, including registering patient referrals, outcomes and retrieval of information using patient administration systems and local databases using Microsoft Excel.

Be responsible for maintaining and updating the NTBS and answering queries from the NTBS team in a timely manner.

Maintain the contact tracing and incident data bases.

Maintain the TB nurses activity data base.

Responsibility for financial and physical resources

Have a personal duty of care for all equipment and resources used.

Maintain stock control such as stationary.

Be responsible for reporting and coordinating all maintenance issues, i.e. equipment, facilities, ensuring a positive outcome.

Be responsible for the day-to-day administration of the patients incentives fund, in conjunction with the network coordinator.

Person Specification

Whittington Health Core Values

Essential

• Demonstrate ability to meet Trust values: Innovation Compassion Accountability Respect Excellence

Education / Qualifications

Essential

• GCSE levels A to C in English and Maths or equivalent
• NVQ Level 3 or equivalent experience
• Evidence of further study in a relevant area (or equivalent experience)

Skills & Abilities

Essential

• Intermediate IT Skills
• Time management and organisational skills
• Ability to use own initiative
• Able to deal calmly and professionally with patients who may be upset/angry/distressed or vulnerable.
• Has a positively welcoming approach

Knowledge & Experience

Essential

• Basic Office experience (min 1yrs)
• Experience of working unsupervised and able to respond to situations as they arise.
• Able to compile accurate records/statistical data to produce and present reports
• Previous experience of dealing with the public

Desirable

• Reception work in an NHS or non-NHS setting

Personal Qualities

Essential

• Good communication skills: Oral and written.
• Positive approach to teamwork

Other

Essential

• Flexible approach
• Willingness to work across NCL sites.

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.

Employer details

Employer name

Whittington Hospital NHS Trust

Address

Whittington Hospital

Magdala Avenue

London

N19 5NF

Employer's website

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