Job summary
Band 4, Admin Lead (3 hours a week)
An opportunity has arisen for an enthusiastic individual to join our team as a Band 4 admin lead within the Department of Critical Care follow up service.
The successful applicant will be responsible for leading the administration of the follow up clinics, and organizing other admin staff to enable the effective running of the clinics. This is fixed for 12-month maternity leave cover and will have a flexible end date. The post is for 3 hours a week and will delegation of tasks.
Main duties of the job
- To co-ordinate the workload of the admin staff involved in the follow up clinic. To facilitate a seamless service to enable the clinic to run efficiently to deadlines.
- To oversee the flow of patients through the service and be a point of contact for service users. To navigate them through their journey.
- Organise screening calls and feedback complex patients to the band 7.
- To work without direct supervision and be expected to liaise and communicate back to the band 7 where appropriate.
- Organise own time to enable effective running of the clinics, ensuring the team actions letters and referrals in a timely manner.
- Provide reports and data on referrals and themes
- Supervise and support admin staff within the follow up service, identify training and personal development needs of the team.
- Manage sickness absence of the admin team in line with GHT sickness policy.
- Supervise the annual leave entitlement of the admin staff ensuring cover is always available.
- To keep the electronic roster up to date and payroll in a timely manner.
- Ensure patient feedback is inputted onto the electronic system and provide reports.
- Work in a manner that promotes shared leadership and on-going professional development of self and admin team.
- Work alongside the band 7, 6 and MDT team to determine and deliver on the service objectives.
- Develop professional relationships and work collaboratively and cohesively with the follow up clinic team.
About us
This is a highly motivated team who are excited for the future of the Critical Care follow up service. It is truly multi-professional team, involving Physiotherapist, Psychology, Pharmacy, Doctors, Nurses and Community teams with patient experience at the center of our vision.
We aim to develop motivated and enthusiastic staff who will work creatively, collaboratively and inclusively in order to deliver expert care to critically ill patients and their families.
This is an opportunity to be part of this exciting team and help improve the experience of our patients with a fully supportive multi-disciplinary team.
Job description
Job responsibilities
- Effectively communicate with the multi-disciplinary team involved in the follow up clinics to help facilitate a positive patient experience.
- Data collection regarding patients who are suitable for the clinics. Creating a spreadsheet with this data. Collecting contact details including email addresses.
- Actively be involved with clinic lists and communications to and from patients attending clinics. Providing them with clinic letters and venue information. Communicating attendance to the team. Utilising the appointment system.
- Preparation of materials such as leaflets and questionnaires prior to clinics.
- To assist the running of the follow up clinics with preparations, pulling medical notes, discharge summaries. Populate Trak clinic record with documents to enhance communications.
- Organise one admin support to attend each clinic, greet patients and book them into clinic using Trak. Attend team meeting post clinic to gather information.
- Receive dictation for clinic letters from the multi-disciplinary team, to be sent to the GPs and patients.
- To send referrals as requested, and keep a record of theses referrals to feed back the outcomes.
- Data collection on themes and trends.
- Feedback the messages and patient experiences to the team.
- Ability to work in a team and independently
- Effective communication skills across all disciplines of staff, patients and public
- Knowledge and understanding of confidentiality and data protection in accordance with trust policy and procedures
- Able to communicate effectively, and act appropriately and quickly in an emergency
- Experience in using a PC to develop skills for Electronic Patient Records
- Experience of Trakcare to ensure that tasks can be undertaken according to Trust policy and national standards
- Knowledge and understanding of the Trust, including a basic knowledge of roles in other areas
- Some knowledge of speciality terminology
- Ideally be currently working at band 3 in a hospital setting.
- To have experience of a Critical Care environment.
- Demonstrate excellent customer care skills.
- Receive queries, both in person and on the telephone and manage appropriately
- Obtain notes, in routine situations, ensuring clinical staff have access to essential information in a timely fashion
- Tracing all notes in and out, to ensure notes can be obtained from anywhere at any time in case of clinical need, maintaining data protection and confidentiality according to Trust protocol and procedure
- Accurate input of patient details on Trakcare system, ensuring follow up appointments and procedures have been booked to meet Trust and national requirements
- Safeguarding of all patients
- Identify own development needs, aligning these to trust and DCC service objectives
- Co-operate in the introduction of new technology and new working practices to ensure the smooth running of clinics
- To use initiative and take the lead on ways in which the administration of the clinics can be improved.
Job description
Job responsibilities
- Effectively communicate with the multi-disciplinary team involved in the follow up clinics to help facilitate a positive patient experience.
- Data collection regarding patients who are suitable for the clinics. Creating a spreadsheet with this data. Collecting contact details including email addresses.
- Actively be involved with clinic lists and communications to and from patients attending clinics. Providing them with clinic letters and venue information. Communicating attendance to the team. Utilising the appointment system.
- Preparation of materials such as leaflets and questionnaires prior to clinics.
- To assist the running of the follow up clinics with preparations, pulling medical notes, discharge summaries. Populate Trak clinic record with documents to enhance communications.
- Organise one admin support to attend each clinic, greet patients and book them into clinic using Trak. Attend team meeting post clinic to gather information.
- Receive dictation for clinic letters from the multi-disciplinary team, to be sent to the GPs and patients.
- To send referrals as requested, and keep a record of theses referrals to feed back the outcomes.
- Data collection on themes and trends.
- Feedback the messages and patient experiences to the team.
- Ability to work in a team and independently
- Effective communication skills across all disciplines of staff, patients and public
- Knowledge and understanding of confidentiality and data protection in accordance with trust policy and procedures
- Able to communicate effectively, and act appropriately and quickly in an emergency
- Experience in using a PC to develop skills for Electronic Patient Records
- Experience of Trakcare to ensure that tasks can be undertaken according to Trust policy and national standards
- Knowledge and understanding of the Trust, including a basic knowledge of roles in other areas
- Some knowledge of speciality terminology
- Ideally be currently working at band 3 in a hospital setting.
- To have experience of a Critical Care environment.
- Demonstrate excellent customer care skills.
- Receive queries, both in person and on the telephone and manage appropriately
- Obtain notes, in routine situations, ensuring clinical staff have access to essential information in a timely fashion
- Tracing all notes in and out, to ensure notes can be obtained from anywhere at any time in case of clinical need, maintaining data protection and confidentiality according to Trust protocol and procedure
- Accurate input of patient details on Trakcare system, ensuring follow up appointments and procedures have been booked to meet Trust and national requirements
- Safeguarding of all patients
- Identify own development needs, aligning these to trust and DCC service objectives
- Co-operate in the introduction of new technology and new working practices to ensure the smooth running of clinics
- To use initiative and take the lead on ways in which the administration of the clinics can be improved.
Person Specification
Qualifications
Essential
- Educated to GCSE level grade C or equivalent in Maths and English
Desirable
- Working towards a Diploma or NVQ level 3 in administration or equivalent experience.
- ECDL Holder or ability to demonstrate ability to use a wide range of hardware and software.
Experience
Essential
- IT skills and experience including TRAC, EPR, MS office and Trust intranet
Desirable
- Working within the clinical setting with knowledge of conditions and abbreviations
- Evidence of continuous professional development and of acquiring new skills and knowledge
Knowledge/ Skills
Essential
- Ability to maintain a high level of accuracy and attention to detail
- Excellent communication and interpersonal skills
- Ability to work flexibly to meet the needs of the service
Person Specification
Qualifications
Essential
- Educated to GCSE level grade C or equivalent in Maths and English
Desirable
- Working towards a Diploma or NVQ level 3 in administration or equivalent experience.
- ECDL Holder or ability to demonstrate ability to use a wide range of hardware and software.
Experience
Essential
- IT skills and experience including TRAC, EPR, MS office and Trust intranet
Desirable
- Working within the clinical setting with knowledge of conditions and abbreviations
- Evidence of continuous professional development and of acquiring new skills and knowledge
Knowledge/ Skills
Essential
- Ability to maintain a high level of accuracy and attention to detail
- Excellent communication and interpersonal skills
- Ability to work flexibly to meet the needs of the service
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.
