Job summary
We are looking for an enthusiastic and self-motivated individual to assist in the administrative, patient and audit needs of the Bowel Cancer Screening Centre. This is a full-time position working 37.5hrs per week, however, we would also consider part-time (minimum 28.5hrs per week) or job share, for the right candidate.
The unit is currently open 5 days a week covering core hours of 8-6. As the service continues to expand, some weekend work will be required.
The post holder is required to be able to work under their own initiative, exhibit good organisational skills and be an effective team player. They will also need to undertake the screening centre functions of the Bowel Cancer Screening national database and Trust Information Systems. As a result, we require an individual who is computer literate and proficient in the use of several IT systems
The post holder must also possess excellent communication skills as they will need to interact with both the general public, and the many disciplines which are involved within the screening programme.
An Enhanced DBS is required due to requirements of the job role.
Main duties of the job
Administrative support is essential to ensure the smooth running of screening centre activities, undertaking the screening centre functions of the BCSS, and to provide a central base for the service delivery of theBowel Cancer Screening Centre.This post holder is expected to exhibit specific skills in the effective delivery of the administrative needs within the bowel cancer screening centre. There is responsibility for maintaining local and national datasets andvaried computerised applications. The post holder therefore needs to be highly computer literate with training to support this.The post holder will work collaboratively with the team of administrators, specialist screening practitioners and assistants, and all disciplines and providers of the bowel cancer screening programme.It is expected that the post holder can work autonomously, using their own initiative and within a specialised team. They need to be competent in a full range of administrative functions and ensure service delivery andprovision. Actively supporting & contributing the requirements of the service and ensuring compliance to the targets and standards required at a local and national level. There is a need to be actively involved &contribute professionally in QA activities, QMS and partnership working with all relevant internal and external stakeholders.
About us
London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.
Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.
We run major acute services at:
- Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country's top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
- St Mark's Hospital: an internationally renowned specialist centre for bowel disease
- Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
- Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.
We are a university teaching NHS trust, in recognition of the important role we play in training clinicians of the future and bringing the benefits of research to the public.
Job description
Job responsibilities
The Service Coordinator is responsible for assisting in the administrative, patient and audit needs of the Bowel Cancer Screening Centre.The duties and responsibilities listed below are representative of the Service Coordinator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, and to support the smooth running of the department. Provide a professional, welcoming and high-quality customer service which supports the provision of non-clinical advice to patients, colleagues and other multidisciplinary team members (including the Programme Hub) using email, telephone, text messages, video, face to face and in writing asrequired. To assist/support patients where needed Work collaboratively with the programme hub, the endoscopy service & relevant stakeholders. Schedule clinics in accordance with the Bowel Cancer Screening Centre specifications, and in collaboration with the lead administrator/ management. Ensure that all new referrals/appointment bookings are dealt with in line with BCSP and local trust processes, adhering to screening and cancer waiting time targets etc. Manage and schedule patient activity within the screening programme including contacting patients, booking/rebooking appointments to ensure the effective utilisation of clinical sessions; and arrange transport and interpreters when appropriate. Ensure that all clinics are prepared so that they run smoothly and efficiently, ie obtain notes, prepare paperwork/assessment booklets, arrange and conduct video test calls (where appropriate)and liaise with relevant personnel. Make alternative arrangements if clinics/lists need to be cancelled at short notice Actively monitor colonoscopy demand. Manage lists and schedule patients within the screening programme to ensure that all lists are utilised fully and efficiently; and that patients are seen within the specified screening waiting times/targets. Alert the Programme Management of potential and actual breaches in regard to waiting times within the Bowel Cancer Screening Programme and assist in the appropriate investigation and resolution Provide administrative support during clinical sessions, including providing non-clinical guidance and support to patients/family members waiting, booking follow-up appointments, checking patients eligibility for NHS treatment and referring to the overseas office when appropriate, requesting GP summaries and issuing discharge letters as appropriate. Ensure that all patient data from clinics and endoscopy clinics (including DNAs) are entered correctly on the BCSS & all hospital IT systems and appropriate action is taken. Assist in entering and transcribing all received and obtained data within the Bowel Cancer Screening Centre. Ensure that any patient data collected meets BCSP and local trust requirements Assist in the management of the surveillance recall system. Contribute to quality assurance activities, QMS & right results policies. The post holder will need to demonstrate the ability to work well under pressure and be able to meet deadlines, targets & prioritise.
Arrange rotas, be flexible to ensure full service delivery To be responsible for input, management and maintenance of data onto the Departmental and National database for audit, research and reporting purposes. Assist in the audit and data collection for the National Bowel Cancer Screening Programme.
Job description
Job responsibilities
The Service Coordinator is responsible for assisting in the administrative, patient and audit needs of the Bowel Cancer Screening Centre.The duties and responsibilities listed below are representative of the Service Coordinator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, and to support the smooth running of the department. Provide a professional, welcoming and high-quality customer service which supports the provision of non-clinical advice to patients, colleagues and other multidisciplinary team members (including the Programme Hub) using email, telephone, text messages, video, face to face and in writing asrequired. To assist/support patients where needed Work collaboratively with the programme hub, the endoscopy service & relevant stakeholders. Schedule clinics in accordance with the Bowel Cancer Screening Centre specifications, and in collaboration with the lead administrator/ management. Ensure that all new referrals/appointment bookings are dealt with in line with BCSP and local trust processes, adhering to screening and cancer waiting time targets etc. Manage and schedule patient activity within the screening programme including contacting patients, booking/rebooking appointments to ensure the effective utilisation of clinical sessions; and arrange transport and interpreters when appropriate. Ensure that all clinics are prepared so that they run smoothly and efficiently, ie obtain notes, prepare paperwork/assessment booklets, arrange and conduct video test calls (where appropriate)and liaise with relevant personnel. Make alternative arrangements if clinics/lists need to be cancelled at short notice Actively monitor colonoscopy demand. Manage lists and schedule patients within the screening programme to ensure that all lists are utilised fully and efficiently; and that patients are seen within the specified screening waiting times/targets. Alert the Programme Management of potential and actual breaches in regard to waiting times within the Bowel Cancer Screening Programme and assist in the appropriate investigation and resolution Provide administrative support during clinical sessions, including providing non-clinical guidance and support to patients/family members waiting, booking follow-up appointments, checking patients eligibility for NHS treatment and referring to the overseas office when appropriate, requesting GP summaries and issuing discharge letters as appropriate. Ensure that all patient data from clinics and endoscopy clinics (including DNAs) are entered correctly on the BCSS & all hospital IT systems and appropriate action is taken. Assist in entering and transcribing all received and obtained data within the Bowel Cancer Screening Centre. Ensure that any patient data collected meets BCSP and local trust requirements Assist in the management of the surveillance recall system. Contribute to quality assurance activities, QMS & right results policies. The post holder will need to demonstrate the ability to work well under pressure and be able to meet deadlines, targets & prioritise.
Arrange rotas, be flexible to ensure full service delivery To be responsible for input, management and maintenance of data onto the Departmental and National database for audit, research and reporting purposes. Assist in the audit and data collection for the National Bowel Cancer Screening Programme.
Person Specification
Education/ Qualifications
Essential
- 1.Educated with GCSE's C grade or above
- 2.NVQ level 3
- 5.ECDL or equivalent
- 6.Customer Care Training
Desirable
- Experience of using ICS, Endosoft and BCSS
- Leadership Certificate
- Medical Terminlogy or equivalent
Knowledge & Experience
Essential
- 1.Highly experienced administrator within a hospital environment
- 2.Experience of note/ minute taking/ producing reports/ Undertaking audits
- 3.Knowledge of QMS/ QA standards/ Screening and cancer targets and waiting times
- 4. Experience of working in a customer facing environment resolving queries and using initiative to ensure first-class service delivery
Desirable
- oMinimum 2 years administrative experience in Endoscopy
- oMinimum 2 years administrative experience in Bowel Cancer Screening
- oShort hand skills
- oKnowledge and Experience of using Cerner
Person Specification
Education/ Qualifications
Essential
- 1.Educated with GCSE's C grade or above
- 2.NVQ level 3
- 5.ECDL or equivalent
- 6.Customer Care Training
Desirable
- Experience of using ICS, Endosoft and BCSS
- Leadership Certificate
- Medical Terminlogy or equivalent
Knowledge & Experience
Essential
- 1.Highly experienced administrator within a hospital environment
- 2.Experience of note/ minute taking/ producing reports/ Undertaking audits
- 3.Knowledge of QMS/ QA standards/ Screening and cancer targets and waiting times
- 4. Experience of working in a customer facing environment resolving queries and using initiative to ensure first-class service delivery
Desirable
- oMinimum 2 years administrative experience in Endoscopy
- oMinimum 2 years administrative experience in Bowel Cancer Screening
- oShort hand skills
- oKnowledge and Experience of using Cerner
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.
