NF2 Service Coordinator

Job description

Job responsibilities

Job title

NF2 Service Coordinator

Base

Dept., Neurosciences, John Radcliffe Hospital, Oxford

Grade

A&C Band 5

Hours of work

37.5 hrs

Managerial accountability

Neurological Service Manager

Professional accountability

Dr Allyson Parry and Dr Dorothy Halliday, NF2 Clinical Leads

Details of special conditions

Probationary period 12 months

Purpose of post

To co-ordinate the activity of the Neurofibromatosis Type 2 (NF2) (Highly Specialised Service [HSS]) service ensuring delivery of timely care for patients referred to the services. The post-holder will play a key role in the development, management and co-ordination of the services ensuring robust lines of communication are in place throughout.

To ensure service databases are up to date and ensure accurate, current data is recorded. To ensure all appropriate monthly data is available for commissioning teams and annual reports.

To ensure patient and clinical data is appropriately collected, analysed and reported to the relevant internal and external groups and make informed decisions regarding the working practices of the services.

To co-ordinate and submit the commissioning requirements (manual data) of the services, liaising with the lead clinician and clinical services manager, in accordance with OUH Trust policy and regulations.

To manage administrative staff, monitor (any said) budgets, liaise with OUH commissioning team.

To liaise with the national NF2 services and (any said) external bodies (such as South West NF2 Satellite Centres) in all aspects of the services.

This post provides an exciting opportunity to join the nationally commissioned highly specialised Neurofibromatosis Type 2 (NF2) service, led in Oxford by Dr Allyson Parry and Dr Dorothy Halliday.

The post holder will be funded by the Oxford University NHS Foundation Trust and will be based at the John Radcliffe Hospital, Oxford. The post holder will build on and improve current data collection and analysis of the service, to improve clinical management of patients under the service across sites, and to report on service activities, service outcomes and standards. They will build on existing systems and implement new systems to support the capture of clinical data to enable effective audit of the clinical service and aid research into NF2.

The main aim of this post is to promote and support the effective collection and use of data, information, knowledge, and technology, to aid the clinical teams in Oxford and the outreach centres in the management of the patients, to improve the websites and publicity of these services, and to inform the delivery of high quality innovative clinical care and outcomes for patients suffering with these rare conditions.

The post holder will be responsible for co-ordinating the collection of NF2 related data from Oxford University Hospitals NHS Foundation Trust and the outreach sites (Plymouth, Bristol, Southampton) and to collaborate with the other national NF2 centres in London, Manchester and Cambridge, in order to compare and align service standards and reporting structure and justify the commissioning of these services.

They will need to ensure that Oxford and its partners are working to the correct information governance standards and that regulatory procedures are followed.

Data generation

Data collection includes activity figures, clinical outcomes, investigation results, treatments and interventions by a multi-disciplinary team but importantly also include patient reported outcomes which cover many different symptoms and aspects of daily activities and quality of life. Service specifications also include training requirements of the teams and education of health care workers and patients which need to be recorded.

Data generated by the service is also fed back to educate health care workers and patients and their families on their prognosis, the best treatments along with side effects and risk, and optimal management/interventional procedure. Additionally, we work with the UK charities for these conditions to collect data and improve services in a way relevant to patients.

The commissioners of these services require regular activity reporting, collection of outcomes, proof of meeting an increasing number of service targets, and justification of their invested resources. Thus data collection and analysis, as the number of patients identified with these rare condition increases, is crucial for the survival and re-contracting of the services.

Data will largely be extracted from the current NF2 database, NF2 clinical outcome forms completed in the Oxford and the South-West NF2 satellite centres (Bristol, Plymouth, Southampton), Patient Administration Systems, Electronic Patient Records and by reviewing clinical notes.

Management

1. Responsible for the day-to-day management of the clinic databases, the organisation of effective clinical management systems, patient and family centred practices, health and safety procedures and administrative processes.
2. Responsible as Service Co-ordinator for management of systems to ensure that activity data is collected and recorded in a timely manner and reported to Lead Clinician/Clinical Services manager on a regular basis.
3. Monitor wait times and report any potential failure to meet a waiting time target directly to the Clinical Services Manager/Lead Clinician.
4. Regularly review all clinical case-loads to ensure the service is delivering appropriate, safe and effective treatment. Monitor clinical activity data and provide regular reports to the Clinical Lead and Clinical Services Manager.
5. Day to day supervision and work allocation of a Band 4 Secretary/MDT coordinator who will provide administrative support to the Oxford NF2 team
6. Development of working relationships with other agencies and referrers to improve the accessibility of the service to patients and families, ensuring that flexibility with appointment schedules and venue is promoted to meet the needs of the service users.
7. Supporting the administrative team. Ensuring work distribution is equal. Dealing with any escalated queries that the teams pass on. Keeping an overall view on the work the teams are completing and at times partaking in any administrative tasks that may be required.
8. In the absence of the clinical services manager oversee arrangements for cover in liaison with the operational services manager.
9. Provide personnel functions such as recruitment, appraisals, career development, training, induction and performance management.
10. Work with other service support managers across neurosciences to improve and develop the organisation of clinics and to ensure consistency in clinical and administrative working practices and data recording.

General Administration Management

1. To manage administrative staff, monitor (any said) budgets, liaise with OUH commissioning team.
2. To provide a professional, high quality and competent services for patients and their families/carers.
3. To use own judgment and experience in dealing with a range of complex issues.
4. To be responsible for ensuring outpatient clinics are appropriately booked to meet the agreed annual plan and the demands of the services.
5. Be responsible for input of data and chasing of missing data in an accurate and timely manner ensuring that all data management conventions are adhered to.
6. To ensure monthly commissioning manual data information is accurate and submitted on time for commissioners from the Oxford and South-West Region NF2 centres.
7. To process invoices relating to work undertaken external to the OUH as part of managing and monitoring workflow and activity of NF2 patient care
8. To assist in collating information for audit purposes across Oxford and partner sites.
9. To work closely with the clinical/nursing teams to produce the annual reports in line with national guidelines.
10. To organise attendance at conferences and events required for lead clinicians.
11. To attend weekly meetings with Clinical Services Manager and any other relevant meetings in relation to service needs/development.
12. To devise and implement any new appropriate administration systems/process to enhance both services.
13. Ensure clinicians/nursing teams attend relevant training sessions.
14. To organise resources and staff to ensure clinic lists are covered by the appropriate clinical teams including Ophthalmology.
15. To ensure the nationally set service standards are met.
16. To be responsible for managing own workload and prioritising within the demands of the workload.
17. Establish effective working relationships both internally and externally.
18. Ensure the provision of a service user friendly environment, including the display of clinic information, leaflets and brochures, with clear information regarding complaint protocols and assist patients and families with navigating the system if necessary.
19. To work closely with the clinical and management team to continuously improve and maintain efficient administrative and data management systems.
20. To assist the NF2 clinical team in the preparation of progress reports for the Oxford and South-West region NF2 Centre and any other participating sites.
21. To perform other tasks as required by the Clinical Leads of the Oxford NF2 service
22. Coordinate the NF2 clinical team to establish and maintain protocols and procedures for the collection, management, use, reporting, and presentation of clinically supplied information.

Person Specification

Experience

Essential

• previous experience within an administrative/PA role
• Experience of working with the public
• Ability to provide a range of options to deal with complex working situations
• methodical, conscientious and reliable

Desirable

• NHS experience

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

Oxford University Hospitals NHS Foundation Trust

Address

Neurosciences OPD, West Wing, JRH

Headley Way

Oxford

OX3 9DU

Employer's website

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