Job summary
This post is within the Family History Clinic at St Margaret's Hospital. The post holder is responsible for co-ordination and administration of the Family History Clinic.
The main purpose of the role is to assist the Family History team with all aspects of administration related according to standard operating procedures (SOPs), trust policies and Good Clinical Practice (GCP); the post holder would provide support to the Family History Team in daily activity and assist in workload management.
The post holder will support, when and where necessary, any other duties within the Breast Unit.
Main duties of the job
- To be proficient in using the unique computerised breast system including all trust systems and family history programme FaHRAS
- To use standard word processing and keyboard skills along with the knowledge of the computerised breast system and the family history programme FaHRAS and Breast Clinics Programmes including COSMIC, CRIS, BigHand and all required Trust programmes to effectively communicate within the Trust and other NHS centres.
About us
The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute, outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts and Essex Hospital in Bishop's Stortford, and St Margaret's Hospital in Epping.
We employ 3,500 staff and serve a local population of around 350,000 people living in west Essex and east Hertfordshire, centred on the M11 corridor and the towns of Harlow, Bishop's Stortford and Epping. Our extended catchment area incorporates a population of up to 500,000 and includes the areas of Hoddesdon, Cheshunt and Broxbourne in Hertfordshire.
Job description
Job responsibilities
- Assist in the co-ordination of multiple aspects of planning and delivery, including liaison with patients, clinical staff
- Maintain and update the Family History Protocol in line with current guidelines
- Ensure up to date with all statutory, role specific, and GCP training
- Assist with research activity relating to Family History, under supervision and guidance of Family History Nurse
- Assist in the setting up and monitoring of clinics, template structure and appointment co-ordination and retrieving investigations and data collection
- Monitoring and maintaining waiting lists
- Arranging and co-ordinating investigations/appointments within the Trust and outside as and when required
- Maintain a pending file of patients awaiting investigations results, chasing up outstanding results as and when necessary. Ensuring that all documents are present and correct in time for clinic appointments. Update patient records accordingly
- Arranging meetings and diary management
- Undertaking routine clerical duties and other tasks relevant to the role as requested and when required
- Manage the daily flow of patient correspondence to agreed timescale
- Cross cover of colleagues and co-ordination of leave in line with department/divisional arrangements
- Organise meetings, generate meeting agenda, record discussions and ensure minutes are generated, distributed and action taken as appropriate
- Assist in the induction of new procedures and systems
- Dealing with the waiting lists of the consultants/clinical team as and when required
- Monitor and maintain waiting lists for tests/procedures, ensuring staff have clear instructions around deadlines communication of potential breaches
- Maintain department stationery stocks
- Sorting and distribution of mail both electronic and paper form, prioritising and expediting accordingly
- Prepare and make available up-to-date family history data documentation for audits
- Assist in the audit process
- Provide comprehensive secretarial, administrative, data management/information systems support for the research team
- Retrieve and manage Family History data, generate own letters and ghost write letters for Family History Team
- Develop and create reports and presentation slides, assist with preparation for publications
- Post holder is expected to follow all relevant protocols, SOPs and standard practice
- Plan and organise own time and workload activity with prioritisation
- Able to work independently using own initiative
- Clinic Coordinator is available as point of reference for any queries and will meet regularly with staff
- Support and work alongside the Breast Unit team by cross covering, when and where necessary all secretarial and administration duties within the office.
Job description
Job responsibilities
- Assist in the co-ordination of multiple aspects of planning and delivery, including liaison with patients, clinical staff
- Maintain and update the Family History Protocol in line with current guidelines
- Ensure up to date with all statutory, role specific, and GCP training
- Assist with research activity relating to Family History, under supervision and guidance of Family History Nurse
- Assist in the setting up and monitoring of clinics, template structure and appointment co-ordination and retrieving investigations and data collection
- Monitoring and maintaining waiting lists
- Arranging and co-ordinating investigations/appointments within the Trust and outside as and when required
- Maintain a pending file of patients awaiting investigations results, chasing up outstanding results as and when necessary. Ensuring that all documents are present and correct in time for clinic appointments. Update patient records accordingly
- Arranging meetings and diary management
- Undertaking routine clerical duties and other tasks relevant to the role as requested and when required
- Manage the daily flow of patient correspondence to agreed timescale
- Cross cover of colleagues and co-ordination of leave in line with department/divisional arrangements
- Organise meetings, generate meeting agenda, record discussions and ensure minutes are generated, distributed and action taken as appropriate
- Assist in the induction of new procedures and systems
- Dealing with the waiting lists of the consultants/clinical team as and when required
- Monitor and maintain waiting lists for tests/procedures, ensuring staff have clear instructions around deadlines communication of potential breaches
- Maintain department stationery stocks
- Sorting and distribution of mail both electronic and paper form, prioritising and expediting accordingly
- Prepare and make available up-to-date family history data documentation for audits
- Assist in the audit process
- Provide comprehensive secretarial, administrative, data management/information systems support for the research team
- Retrieve and manage Family History data, generate own letters and ghost write letters for Family History Team
- Develop and create reports and presentation slides, assist with preparation for publications
- Post holder is expected to follow all relevant protocols, SOPs and standard practice
- Plan and organise own time and workload activity with prioritisation
- Able to work independently using own initiative
- Clinic Coordinator is available as point of reference for any queries and will meet regularly with staff
- Support and work alongside the Breast Unit team by cross covering, when and where necessary all secretarial and administration duties within the office.
Person Specification
Qualifications
Essential
- To be numerate and literate with a good basic education (with English at grade C or above)
- To have experience of medical terminology
Experience
Essential
- To be familiar with the NHSBSP clerical protocols
- Experience of the FaHRAS family history programme
Desirable
- NHS experience
- Experience of using BigHand Digital System, E-Letter, Cosmic
Skills
Essential
- Competent in National Breast Screening System and BS-Select
- Good understanding of the importance of confidentiality and the implications of non-compliance
- Word processing skills
- Computer literacy
Person Specification
Qualifications
Essential
- To be numerate and literate with a good basic education (with English at grade C or above)
- To have experience of medical terminology
Experience
Essential
- To be familiar with the NHSBSP clerical protocols
- Experience of the FaHRAS family history programme
Desirable
- NHS experience
- Experience of using BigHand Digital System, E-Letter, Cosmic
Skills
Essential
- Competent in National Breast Screening System and BS-Select
- Good understanding of the importance of confidentiality and the implications of non-compliance
- Word processing skills
- Computer literacy
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.
