Job summary
The Integrated Procedures Unit (IPU) has an exciting opportunity for a highly motivated, organised and experienced Band 3 Admin Coordinator to join our administration team.
This role is for 18 hours per week, worked over 2 days. IPU is open 07:30-19:30 Monday to Friday, so this is a great opportunity to achieve an excellent work-life balance whilst joining a dynamic service.
You will need to have excellent time management skills and be able to work independently as well as part of a multidisciplinary team.
The post-holder will work in a methodical, organised manner to ensure the scheduling of referrals according to waiting time requirements. The position will involve providing advice and support both pre-and post-procedure /intervention to referrers, ward staff and colleagues.
Previous admin experience is required, with experience in the NHS preferable.
Main duties of the job
- To provide high quality, administrative service and ensure effective administrative and communication systems are in place to support service delivery on IPU.
- To schedule referrals appropriately and in a timely manner, communicating with clinicians and patients across all the IPU services including Procedure Team and Interventional Radiology.
- To provide pre-procedure information to patients, clinicians and relatives to ensure appropriate preparation.
- To provide admin support to the main reception areas, admitting patients to both IPU and Day of Surgery Admissions (DOSA).
About us
The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
- To schedule all referrals appropriately and according to waiting time. requirements and liaise with clinical staff regarding vetting and prioritising and the clerical officer regarding booking.
- Using knowledge regarding booking procedures, allocate procedures to staff/consultants.
- Communicates with patients regarding their procedure.
- Provides advice and guidance to patients and their relatives regarding appointments, procedures, information leaflets and preparation for their examination/procedure.
- Arrange patient admission to IPU.
- Provide the day case and in patient wards with the relevant pre procedure information including preparation information e.g fasting bloods, MRSA screen and anticoagulation according to Trust policy to ensure patient preparation is optimised for their procedure.
- Assist in the general housekeeping duties of the department in the absence of the housekeeper.
- Types clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time/targets and ensure that office instructions are followed/referred to the PA/Medical secretary as appropriate.
- Cross cover reception and departmental scheduling during annual leave and episodes of sickness.
- Recognises peoples differences and act in a non-discriminatory way.
- Liaise, communicate and negotiate with colleagues to ensure co-operation in achieving departmental objectives, promoting good working relationships and establishing team spirit.
Coordinator Role
- Acts as first point of contact for advice with enquiries from patients, relatives, interventional radiology and medical/nursing (Trust and Community) staff.
- Liaise with multiple teams and departments to arrange interventional procedures to ensure a seamless patient experience
- Escalation of queries to appropriate lead if required.
- Plans and prioritises own workload.
- Receives and acts unsupervised on complex information that has been agreed by the procedure/ interventional radiology team Managers.
- Assists in monitoring and maintaining the smooth running of the procedure, interventional radiology and ultrasound teams including communications regarding changes to the lists, accommodation of urgent procedures and transport of patients at appropriate times.
- Schedule waiting list and admissions onto Medway.
- Discharging Patients on Medway.
- Use the CRIS and CWP system to manage patient procedural appointments and attendances.
- Ensure all relevant documentation is entered and scanned onto relevant IT systems updating patient records when needed
- Ensure accurate input of patient details when entering data onto information databases and Medway including routine use of case note tracking
- Ordering and stock levels in the absence of the housekeeper
- To participate in staff meetings as required and put forward proposals that may enhance quality of care and service provision
- Assists with the induction of new staff and act as a mentor, supporting and teaching other members of trained and untrained staff as required
- To support audits as directed by the manager and Team Leader.
Patient Care
- Escorting patients and visitors from IPU to other areas of the Hospital when needed.
- Arrange patient transport to and from department using the internal and external IT system.
- Assist with supporting procedural/interventional and core team colleagues in the IPU when needed.
Personal
- Maintaining a high standard of personal work while acting as a member of a team.
- Be familiar with and observe the local rules of the department, Safety at Work and COSHH regulations.
- Be familiar and adhere to Standard Operating Procedures (SOP) and departmental protocols.
- Demonstrate a pleasant and approachable manner and help create and promote a good working relationship.
- Demonstrates an agreed set of values and accountable for own attitude and behaviour
- Show professional and courteous manner when answering the telephone and other enquires.
- Maintain confidentiality with regard to patient information both at work and outside of working hours.
- To be aware of and adhere to all policies including; sickness and absence, confidentiality, uniform and responsibilities under the Health and Safety at work act and be familiar with all risk assessments.
- To show respect for members of the team and endorse the departments philosophy of giving mutual support.Adhere to trust uniform policy.
Professional development
- To be responsible for own personal development and for maintaining a personal development plan.
- To attend IPU induction.
- Annually attend all mandatory study days as per Trust and unit guidance.
- Maintain Continuous Professional Development in line with Trust Policy.
- To further develop knowledge and skills by undertaking appropriate training and courses of study.
This job description is not intended to be exhaustive, but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. The job description is subject to regular review and appropriate modification.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
- To schedule all referrals appropriately and according to waiting time. requirements and liaise with clinical staff regarding vetting and prioritising and the clerical officer regarding booking.
- Using knowledge regarding booking procedures, allocate procedures to staff/consultants.
- Communicates with patients regarding their procedure.
- Provides advice and guidance to patients and their relatives regarding appointments, procedures, information leaflets and preparation for their examination/procedure.
- Arrange patient admission to IPU.
- Provide the day case and in patient wards with the relevant pre procedure information including preparation information e.g fasting bloods, MRSA screen and anticoagulation according to Trust policy to ensure patient preparation is optimised for their procedure.
- Assist in the general housekeeping duties of the department in the absence of the housekeeper.
- Types clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time/targets and ensure that office instructions are followed/referred to the PA/Medical secretary as appropriate.
- Cross cover reception and departmental scheduling during annual leave and episodes of sickness.
- Recognises peoples differences and act in a non-discriminatory way.
- Liaise, communicate and negotiate with colleagues to ensure co-operation in achieving departmental objectives, promoting good working relationships and establishing team spirit.
Coordinator Role
- Acts as first point of contact for advice with enquiries from patients, relatives, interventional radiology and medical/nursing (Trust and Community) staff.
- Liaise with multiple teams and departments to arrange interventional procedures to ensure a seamless patient experience
- Escalation of queries to appropriate lead if required.
- Plans and prioritises own workload.
- Receives and acts unsupervised on complex information that has been agreed by the procedure/ interventional radiology team Managers.
- Assists in monitoring and maintaining the smooth running of the procedure, interventional radiology and ultrasound teams including communications regarding changes to the lists, accommodation of urgent procedures and transport of patients at appropriate times.
- Schedule waiting list and admissions onto Medway.
- Discharging Patients on Medway.
- Use the CRIS and CWP system to manage patient procedural appointments and attendances.
- Ensure all relevant documentation is entered and scanned onto relevant IT systems updating patient records when needed
- Ensure accurate input of patient details when entering data onto information databases and Medway including routine use of case note tracking
- Ordering and stock levels in the absence of the housekeeper
- To participate in staff meetings as required and put forward proposals that may enhance quality of care and service provision
- Assists with the induction of new staff and act as a mentor, supporting and teaching other members of trained and untrained staff as required
- To support audits as directed by the manager and Team Leader.
Patient Care
- Escorting patients and visitors from IPU to other areas of the Hospital when needed.
- Arrange patient transport to and from department using the internal and external IT system.
- Assist with supporting procedural/interventional and core team colleagues in the IPU when needed.
Personal
- Maintaining a high standard of personal work while acting as a member of a team.
- Be familiar with and observe the local rules of the department, Safety at Work and COSHH regulations.
- Be familiar and adhere to Standard Operating Procedures (SOP) and departmental protocols.
- Demonstrate a pleasant and approachable manner and help create and promote a good working relationship.
- Demonstrates an agreed set of values and accountable for own attitude and behaviour
- Show professional and courteous manner when answering the telephone and other enquires.
- Maintain confidentiality with regard to patient information both at work and outside of working hours.
- To be aware of and adhere to all policies including; sickness and absence, confidentiality, uniform and responsibilities under the Health and Safety at work act and be familiar with all risk assessments.
- To show respect for members of the team and endorse the departments philosophy of giving mutual support.Adhere to trust uniform policy.
Professional development
- To be responsible for own personal development and for maintaining a personal development plan.
- To attend IPU induction.
- Annually attend all mandatory study days as per Trust and unit guidance.
- Maintain Continuous Professional Development in line with Trust Policy.
- To further develop knowledge and skills by undertaking appropriate training and courses of study.
This job description is not intended to be exhaustive, but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. The job description is subject to regular review and appropriate modification.
Person Specification
Qualifications
Essential
- General education to GCSE standard or equivalent
Desirable
- NVQ Customer Service or equivalent
Experience
Essential
- Previous experience in a similar role as Receptionist/Clerical Worker or Health care coordinator
Desirable
- Experience of working with databases
- Experience of working in the NHS
Skills
Essential
- Excellent oral communication skills
- Ability to multitask and prioritise efficiently
- Meticulous approach to the recording of information
- Excellent organisation skills and attention to detail
- Ability to relate well to people at all levels, and to be tactful and sympathetic with distressed people
Desirable
Knowledge
Essential
- IT literate - RSA/CLAIT or equivalent
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Ability to work as a member of a busy team. Flexibility.
Person Specification
Qualifications
Essential
- General education to GCSE standard or equivalent
Desirable
- NVQ Customer Service or equivalent
Experience
Essential
- Previous experience in a similar role as Receptionist/Clerical Worker or Health care coordinator
Desirable
- Experience of working with databases
- Experience of working in the NHS
Skills
Essential
- Excellent oral communication skills
- Ability to multitask and prioritise efficiently
- Meticulous approach to the recording of information
- Excellent organisation skills and attention to detail
- Ability to relate well to people at all levels, and to be tactful and sympathetic with distressed people
Desirable
Knowledge
Essential
- IT literate - RSA/CLAIT or equivalent
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Ability to work as a member of a busy team. Flexibility.
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.
