Job summary
Advanced Service Co-ordinator
Hours: 33.5 hours Permanent
Band: 3 (£24,071-£25,674 per annum)
Base: Your primary base will be two of the three UHL sites we have departments at, however travel between UHL's hospital sites may be required. UHL Hopper bus provided for travel if required.
Exciting opportunities have arisen for various part time Band 3 Advanced Service Co-ordinator at Leicester Royal Infirmary and Glenfield Hospital.
Are you a warm, friendly and approachable person who understands the impact of what you do?
Are you excited about being part of a very friendly and dynamic team?
We are looking to appoint an outstanding individual with effective interpersonal skills who can be empathic to both patients and colleagues and have a real drive for commitment to customer service.
Make this your golden opportunity for an interesting and rewarding career in the NHS. Come and start your career with us.
Previous experience in a healthcare setting and managing waiting lists would be an advantage however not essential as full training will be provided.
Main duties of the job
This role is an extension of the combined service co-ordinator role within Nuclear Medicine. The tasks will be varied on a day-to-day basis; however, there will be a main focus on the bookings and waiting times within Nuclear Medicine. The aim will be to provide a full administration service within the referrals to the medical teams of designated services within the Clinic Management Group ensuring that the quality standards of the Trust are met. You will be providing support and guidance to patients, carers, relatives and others making contact with the service. You will aim to ensure and deliver a Patient Pathway in accordance with Local and National Guidelines in relation to Referral to Treatment (RTT 18 weeks) and Cancer Wait Times Targets. You will also prospectively manage clinic slot availability to ensure maximum efficiencies within the service to agreed templates.
You will be working closely with the Admin Manager and Nuclear Medicine Managers and Deputies at both Glenfield and Leicester Royal Infirmary, along with liaising with the Nuclear Medicine Head of Department as and where needed. In the absence of the Admin Lead, you will be required to deputise in certain areas.
NHS Staff Benefits include:
- Generous annual leave allowance
- Lease car scheme
- Flexible Working
- NHS Pension scheme
- Staff Lottery Scheme
- NHS staff discounts
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
- we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
Job description
Job responsibilities
Reception Duties
- To be responsible for the co-ordination and reception duties associated within Nuclear Medicine. This will include maintaining full and accurate patient demographic records both manual and electronic; booking of Scans, injections, follow up scans and pre-assessment appointments; updating RTT pathways and occasionally take minutes of meetings regarding Admin team, or at Clerical Meetings.
- Process patient DNAs and cancellations in accordance with relevant pathway guidelines.
- To provide support and training to colleagues in particular Band 2 colleagues in relation to departmental procedures, CRIS functions and patient pathways.
- Provide cover for colleagues as and when required.
Referral Management
- Request notes and utilise Track-It system to update case note tracking.
- Add patients to the correct systems on CRIS and place patients in the correct holding areas including in-patients, outpatients and surgery patients.
- To check, extract record and update the Paper and E-Referrals within Nuclear Medicine and PET CT on all systems that are used.
Performance and Data Management
- Ensuring effective and efficient completion of the appointment process for your core service. Ensuring systems are appropriately updated in a timely and accurate fashion to track the patient episode and specify location of imaging information.
- To support the identification of any delays/issues that may compromise the delivery of the set waiting times and escalate to the Manager when close to breaching.
- To monitor, maintain and report cancellations, including notice time given.
- To create and validate Data Quality reports as requested by Admin Lead where needed.
Secretarial Support
- Support NM secretary with roles and responsibilities.
General
- Ability to make decisions depending on above, working closely with the Admin Lead, Senior Team Leads, their deputies, and Nuclear Medicine Manager.
- Be able to deputise in the absence of the Admin Lead.
- Attend the Team Leads meetings and represent Admin and Clerical in the absence of the Admin Lead.
- Responsible for actioning urgent scans/ breaches being authorised & booked in ASAP.
- Hold monthly 1 to 1s with Band 2 clerical staff.
- Be the main mentor for all new starters, ensuring effective inductions are carried out.
- Toadhere to all Local Rules, Ionising Radiation Regulations and Health & Safety procedures, including prompt reporting of accidents, equipment faults and untoward incidents and any new policies and procedures
Job description
Job responsibilities
Reception Duties
- To be responsible for the co-ordination and reception duties associated within Nuclear Medicine. This will include maintaining full and accurate patient demographic records both manual and electronic; booking of Scans, injections, follow up scans and pre-assessment appointments; updating RTT pathways and occasionally take minutes of meetings regarding Admin team, or at Clerical Meetings.
- Process patient DNAs and cancellations in accordance with relevant pathway guidelines.
- To provide support and training to colleagues in particular Band 2 colleagues in relation to departmental procedures, CRIS functions and patient pathways.
- Provide cover for colleagues as and when required.
Referral Management
- Request notes and utilise Track-It system to update case note tracking.
- Add patients to the correct systems on CRIS and place patients in the correct holding areas including in-patients, outpatients and surgery patients.
- To check, extract record and update the Paper and E-Referrals within Nuclear Medicine and PET CT on all systems that are used.
Performance and Data Management
- Ensuring effective and efficient completion of the appointment process for your core service. Ensuring systems are appropriately updated in a timely and accurate fashion to track the patient episode and specify location of imaging information.
- To support the identification of any delays/issues that may compromise the delivery of the set waiting times and escalate to the Manager when close to breaching.
- To monitor, maintain and report cancellations, including notice time given.
- To create and validate Data Quality reports as requested by Admin Lead where needed.
Secretarial Support
- Support NM secretary with roles and responsibilities.
General
- Ability to make decisions depending on above, working closely with the Admin Lead, Senior Team Leads, their deputies, and Nuclear Medicine Manager.
- Be able to deputise in the absence of the Admin Lead.
- Attend the Team Leads meetings and represent Admin and Clerical in the absence of the Admin Lead.
- Responsible for actioning urgent scans/ breaches being authorised & booked in ASAP.
- Hold monthly 1 to 1s with Band 2 clerical staff.
- Be the main mentor for all new starters, ensuring effective inductions are carried out.
- Toadhere to all Local Rules, Ionising Radiation Regulations and Health & Safety procedures, including prompt reporting of accidents, equipment faults and untoward incidents and any new policies and procedures
Person Specification
Education/Qualifications
Essential
- Educated to at least Grade C/4 in English and Maths
Excellent communication skills
Essential
- Communication skills evidenced in application
Desirable
- Exposure to dealing with complaints
Organisation and Initiative
Essential
- Pays close attention to detail
- Able to prioritise workload to meet deadlines
- Able to work under pressure
Desirable
- Demonstrated evidence in application to use initiative and make decisions as can reasonably be expected
- Ability to identify problems that require escalation
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
Knowledge and Experience
Essential
- Significant experience in an administration based environment.
- To have a good understanding and the ability to communicate in English both written and spoken
- High level of accuracy with attention to detail
- Able to work flexibly as part of a team
- Good IT Skills/Experience
Desirable
- Ability to identify problems that require escalation
- Knowledge of Cancer waiting times, RTT and different pathways.
- NHS/Hospital Experience
- Understanding of CRIS and other hospital systems
Person Specification
Education/Qualifications
Essential
- Educated to at least Grade C/4 in English and Maths
Excellent communication skills
Essential
- Communication skills evidenced in application
Desirable
- Exposure to dealing with complaints
Organisation and Initiative
Essential
- Pays close attention to detail
- Able to prioritise workload to meet deadlines
- Able to work under pressure
Desirable
- Demonstrated evidence in application to use initiative and make decisions as can reasonably be expected
- Ability to identify problems that require escalation
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
Knowledge and Experience
Essential
- Significant experience in an administration based environment.
- To have a good understanding and the ability to communicate in English both written and spoken
- High level of accuracy with attention to detail
- Able to work flexibly as part of a team
- Good IT Skills/Experience
Desirable
- Ability to identify problems that require escalation
- Knowledge of Cancer waiting times, RTT and different pathways.
- NHS/Hospital Experience
- Understanding of CRIS and other hospital systems
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.
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).
Additional information
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.
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).
