Job summary
Colposcopy Coordinator, Band 3 (15 hours)
If you are looking for an exciting, varied and important role within the NHS and enjoy a challenge then the Obstetrics and Gynaecology Department wishes to appoint a Colposcopy Coordinator.
The post-holder will provide an efficient, confidential and professional service to the Colposcopy Admin teams. This will include administration support to enable provision of patient care and specialty services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of an Administrative Support Team and will report to the Administration Team Leader.
Our team is dynamic and constantly evolving to manage the demand and challenges of the service. We are a friendly and supportive team, who pull together & support each other with varying workloads, working closely together to ensure a positive & caring environment whilst recognising and actively encouraging and supporting individual development needs and career progression. We believe trust & commitment are conducive to performance.
Main duties of the job
As a busy department, we are looking for a motivated, enthusiastic & hardworking individual who fit with our ethos of continual improvement & delivery of the highest quality patient-centred care. This is a responsible role, where you are the pivotal person in the patient's relationship with the Clinical Team.
You will have well-developed communication, organisation & time management skills. You'll be a team player & have excellent interpersonal skills. You will have the ability to work under pressure whilst remaining calm using you own initiative in a logical & methodical way maintaining attention to detail, but be able to multi-task whilst dealing with interruptions.
The role will include supporting Consultants & the Speciality Teams to enable provision of Patient care & Specialty Services. This will include typing to meet Trust turnaround times, resolving patient queries, maintaining accurate data and supporting the Colposcopy Team.
About us
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 9,000 staff, we are one of the largest NHS trusts in the UK.
We offer
- Generous Annual Leave Allowance starting at 27 days plus Bank Holidays and increasing to 33 days
- Access to the excellent NHS Pension Scheme
- Access to our Health and Well-Being Hub and Employee Assistance Programme
- Access to two on-site Nurseries
- Discounted Public Transport
- Exercise and Activity Classes
- Membership to our popular hospital choir
- Regular formal and informal support
- Safe, supportive and positive working environment with regular, robust supervision
- Access to Mandatory Training
- A wide range of exciting learning opportunities including a number of Apprenticeships in Customer Service and Business and Administration
- Flexible Working
- Reward and Recognition Schemes
Working for Gloucestershire Hospitals NHS Foundation Trust offers a number of discounts for local shops, restaurants and services and entitles you to a Blue Light Card offering further discounts both online and on the high street from large national retailers to local businesses in a wide range of categories including days out, holidays, cars, fashion, gifts and phones.
We value our staff for their contribution and commitment to the NHS, whilst these roles are predominately office based, we are currently reviewing how we can accommodate an element of remote working to support and promote work/life balance.
Job description
Job responsibilities
- Coordinate and oversee administrative and secretarial processes in support of effective and efficient functions of the clinical team.
- Act as a contact point and liaise 1-1 with clinicians, patients, medical and nursing staff and external agencies either face-to-face or over the telephone.
- To deal with telephone enquiries promptly, efficiently and sensitively, relaying messages where necessary and ensuring that any action is undertaken without delay.
- To be responsible for the production of letters under the direction of the medical staff to the GP and patients informing of the outcome of the test results, ensuring these are distributed within defined timescales. To undertake any action required i.e. making of further appointments, liaising with admissions staff.
- Organising referrals and booking appointments within appropriate target time frames.
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence.
- To ensure discharge and results letters are sent to patients.
- To ensure patients discharged from colposcopy clinic are recorded appropriately.
- Maintain and monitor outpatient lists to ensure patients comply with waiting targets in accordance with the national guidelines and Trust patient access policy. Ensuring patients that fail to attend their appointment are followed up complying with the failsafe system in place.
- Receive, sort and prioritise daily correspondence for the colposcopy office either via post or via multiple inboxes and actioning as appropriate.
- Ensuring all clinical reports/requests are brought to the attention of the colposcopy consultant and their team to enable appropriate action to be taken.
- Attendance at relevant internal/external meetings.
- Assist in preparation of the quarterly and annual KC65 returns.
- Regularly informing the Colposcopy Lead/Colposcopy Co-Ordinator/Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
- Contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all uses of the department.
- Photocopying, filing and other administrative duties to ensure the efficient running of the office.
- Welcome and receive patients, visitors and other members of staff to the Lansdown Suite in a polite and professional manner and undertake general reception duties.
- Notifying the Colposcopy MDT Co-ordinator of patients referred to monthly MDT meeting, including prepping and sending the notes then processing and distributing results from the outcome of the meeting.
- Monitoring and ordering stationary including information leaflets from P2P and Colour Connection.
- Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.
Job description
Job responsibilities
- Coordinate and oversee administrative and secretarial processes in support of effective and efficient functions of the clinical team.
- Act as a contact point and liaise 1-1 with clinicians, patients, medical and nursing staff and external agencies either face-to-face or over the telephone.
- To deal with telephone enquiries promptly, efficiently and sensitively, relaying messages where necessary and ensuring that any action is undertaken without delay.
- To be responsible for the production of letters under the direction of the medical staff to the GP and patients informing of the outcome of the test results, ensuring these are distributed within defined timescales. To undertake any action required i.e. making of further appointments, liaising with admissions staff.
- Organising referrals and booking appointments within appropriate target time frames.
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence.
- To ensure discharge and results letters are sent to patients.
- To ensure patients discharged from colposcopy clinic are recorded appropriately.
- Maintain and monitor outpatient lists to ensure patients comply with waiting targets in accordance with the national guidelines and Trust patient access policy. Ensuring patients that fail to attend their appointment are followed up complying with the failsafe system in place.
- Receive, sort and prioritise daily correspondence for the colposcopy office either via post or via multiple inboxes and actioning as appropriate.
- Ensuring all clinical reports/requests are brought to the attention of the colposcopy consultant and their team to enable appropriate action to be taken.
- Attendance at relevant internal/external meetings.
- Assist in preparation of the quarterly and annual KC65 returns.
- Regularly informing the Colposcopy Lead/Colposcopy Co-Ordinator/Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
- Contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all uses of the department.
- Photocopying, filing and other administrative duties to ensure the efficient running of the office.
- Welcome and receive patients, visitors and other members of staff to the Lansdown Suite in a polite and professional manner and undertake general reception duties.
- Notifying the Colposcopy MDT Co-ordinator of patients referred to monthly MDT meeting, including prepping and sending the notes then processing and distributing results from the outcome of the meeting.
- Monitoring and ordering stationary including information leaflets from P2P and Colour Connection.
- Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.
Person Specification
Qualifications, Knowledge and Experience
Essential
- NVQ level three in administration or equivalent experience in a hospital or office environment.
- Educated to GCSE grade C or above (or equivalent) for literacy and numeracy
- Understanding and previous experience in medical terminology
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
Desirable
- IT capable to ensure proficient use of hospital computer systems including Trak Care, Open Exeter and Infoflex.
- Deal with patient enquiries using own judgement.
Person Specification
Qualifications, Knowledge and Experience
Essential
- NVQ level three in administration or equivalent experience in a hospital or office environment.
- Educated to GCSE grade C or above (or equivalent) for literacy and numeracy
- Understanding and previous experience in medical terminology
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
Desirable
- IT capable to ensure proficient use of hospital computer systems including Trak Care, Open Exeter and Infoflex.
- Deal with patient enquiries using own judgement.
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.
