Job summary
An exciting opportunity has arisen for an enthusiastic individual to become part of the Palliative and Supportive Care Teams here at The Christie.The successful candidate will provide a comprehensive and effective secretarial support service to the directorates' secretarial teams to assist with the day-to-day clinic management of the clinic templates.
To ensure PA/secretarial duties are carried out to a high standard in order to meet patient needs and to ensure that Trust targets are always maintained. To keep accurate, up-to-date patient records; to type clinic annotations and letters and to help ensure that future appointments are made.
The successful candidate should have excellent communication skills, typing and be able to prioritise their workload.
Main duties of the job
Works closely with the clinical teams to provide comprehensive support for all clinical work within the directorate.Work closely with clinicians to manage clinic templates including amending appointments slots, cancelling, reducing or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (Careflow)Audio typing of correspondence and results, ensuring tight turnaround times are met.Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.Appropriately disseminates a variety of correspondence/documentation across the department.
Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures.Ensures accurate input of patient details when entering data onto information databases and the patient administration system (Careflow).Provides cover in times of absence.Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments and in-patient admissions.Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.Communicate with patients who may be anxious, angry or upset.Exchange relevant information with GPs and other health professionals.
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
Ensure clinical referrals to the SSCT are triaged appropriately to ensure workflow is maintained. Transcribe clinical letters and annotations through the digital transcription system onto Medway and Clinical Web Portal. Ensure enquiries from Health Care Professionals (HCPs) and patients/carers regarding the Supportive Care Clinic are dealt with sensitively and in a timely manner. Ensure accurate inputting of patient details on database(s) and Patient Administration System (Medway and Clinical Web Portal) including case note tracking system. Address written and verbal enquiries from patients and carers in a sensitive manner and refer on as appropriate. Liaise with the SSCT and Specialist Palliative Care Multi-disciplinary Team (MDT) Co-ordinator to ensure relevant information is available for the weekly MDT meetings. Develop new systems and processes in collaboration with the SSCT to meet future demands / requirements of the service. Work in close collaboration with other administrative staff in the department to ensure service needs are met. Manage the appropriate use of resources including stock and non-stock items, stationery and equipment. Maintain and develop local induction programmes for new staff and visitors to the department. Participate in risk assessments and maintenance of the Departmental Risk Register, identifying, documenting and managing risks as appropriate. Co-ordinate office repairs and maintenance requests. Develop processes to enable relevant collation, analysis and retrieval of data/reports required for palliative care outcome measures Collate relevant data and populate the monthly balance scorecard. Undertake literature searches as requested by the SSCT. Develop further the SSCT Intranet site to reflect current developments within the speciality in collaboration with the IT Department. Ensure ward areas have relevant patient / carer and HCP literature on the role of supportive, palliative and end of life care, working in close collaboration with the Clinical Nurse Specialists. Assist in the preparation of teaching materials for the SPCT. Organise the retrieval of notes, data collection and analysis for audit purposes. Liaise with the Clinical Audit Department and SSCT with regards to local, regional and national audits programmes. Liaise directly with internal and external (national, regional and local) services and professionals. Co-ordinate and assist with the recruitment and appointment of staff within the SSCT. Ensure departmental staff absence records (annual leave, study leave, overtime, carers leave and sickness) are managed using the relevant database. Support and guide voluntary staff, visitors and new starters within the department. Regularly review working practices in collaboration with the SSCT and implement new ways of working as appropriate. Develop and maintain an Office Practice manual as a reference for all tasks and departmental procedures undertaken. To assist in the preparation of external reviews and quality assurance programmes e.g. Peer Review, CQC and co-ordinate responses. Develop close working with The School of Oncology, the Bereavement Suite, Chaplaincy, Community Link Team and other key stakeholders as required. Organise and schedule meetings including minute taking. Maintain SSCT electronic diaries. Follow risk management procedures at all times including the identification, assessment and management of risk within the division. To abide by all Trust policies and Procedures. To be responsible for own professional / personal development, including participating in ongoing appraisal and personal development planning.
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
Ensure clinical referrals to the SSCT are triaged appropriately to ensure workflow is maintained. Transcribe clinical letters and annotations through the digital transcription system onto Medway and Clinical Web Portal. Ensure enquiries from Health Care Professionals (HCPs) and patients/carers regarding the Supportive Care Clinic are dealt with sensitively and in a timely manner. Ensure accurate inputting of patient details on database(s) and Patient Administration System (Medway and Clinical Web Portal) including case note tracking system. Address written and verbal enquiries from patients and carers in a sensitive manner and refer on as appropriate. Liaise with the SSCT and Specialist Palliative Care Multi-disciplinary Team (MDT) Co-ordinator to ensure relevant information is available for the weekly MDT meetings. Develop new systems and processes in collaboration with the SSCT to meet future demands / requirements of the service. Work in close collaboration with other administrative staff in the department to ensure service needs are met. Manage the appropriate use of resources including stock and non-stock items, stationery and equipment. Maintain and develop local induction programmes for new staff and visitors to the department. Participate in risk assessments and maintenance of the Departmental Risk Register, identifying, documenting and managing risks as appropriate. Co-ordinate office repairs and maintenance requests. Develop processes to enable relevant collation, analysis and retrieval of data/reports required for palliative care outcome measures Collate relevant data and populate the monthly balance scorecard. Undertake literature searches as requested by the SSCT. Develop further the SSCT Intranet site to reflect current developments within the speciality in collaboration with the IT Department. Ensure ward areas have relevant patient / carer and HCP literature on the role of supportive, palliative and end of life care, working in close collaboration with the Clinical Nurse Specialists. Assist in the preparation of teaching materials for the SPCT. Organise the retrieval of notes, data collection and analysis for audit purposes. Liaise with the Clinical Audit Department and SSCT with regards to local, regional and national audits programmes. Liaise directly with internal and external (national, regional and local) services and professionals. Co-ordinate and assist with the recruitment and appointment of staff within the SSCT. Ensure departmental staff absence records (annual leave, study leave, overtime, carers leave and sickness) are managed using the relevant database. Support and guide voluntary staff, visitors and new starters within the department. Regularly review working practices in collaboration with the SSCT and implement new ways of working as appropriate. Develop and maintain an Office Practice manual as a reference for all tasks and departmental procedures undertaken. To assist in the preparation of external reviews and quality assurance programmes e.g. Peer Review, CQC and co-ordinate responses. Develop close working with The School of Oncology, the Bereavement Suite, Chaplaincy, Community Link Team and other key stakeholders as required. Organise and schedule meetings including minute taking. Maintain SSCT electronic diaries. Follow risk management procedures at all times including the identification, assessment and management of risk within the division. To abide by all Trust policies and Procedures. To be responsible for own professional / personal development, including participating in ongoing appraisal and personal development planning.
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder.
Person Specification
QUALIFICATIONS
Essential
- Secondary-level education GCSW Maths and English at C-grade or above, or equivalent
- RSA/OCR typing/text transcription Stage III or equivalent experience
Desirable
- Evidence of additional relevant qualifications
- AMSPAR or equivalent qualifications
- European Computer Driving License or equivalent
EXPERIENCE
Essential
- Experience in the setting up and use of spread sheets, data collection, data analysis and production of reports
- Administrative and secretarial experience
- Experience of hospital administration systems
- Experience of organising meetings and minute taking
- Experience of providing project support
Desirable
- Previous secretarial experience in a hospital environment
SKILLS
Essential
- Audio / copy typing
- Word-processing - ability to produce accurate, well presented work
- Organisational abilities to work to tight deadlines and prioritisation of workload
- Excellent communication skills
Desirable
- Previous clerical and/or secretarial experience in a hospital environment
- Experience of hospital administration system (PAS or equivalent)
KNOWLEDGE
Essential
- Sound knowledge of medical terminology
- Knowledge of full range of secretarial procedures
- Ability to work under pressure
- Ability to work as part of a team
- Able to use own initiative
- Reliability & confidentiality
- Ability to be flexible
Desirable
- Sound knowledge of medical terminology
OTHER
Essential
- To be flexible in order to meet the needs of the service and wider Central Services directorate.
Person Specification
QUALIFICATIONS
Essential
- Secondary-level education GCSW Maths and English at C-grade or above, or equivalent
- RSA/OCR typing/text transcription Stage III or equivalent experience
Desirable
- Evidence of additional relevant qualifications
- AMSPAR or equivalent qualifications
- European Computer Driving License or equivalent
EXPERIENCE
Essential
- Experience in the setting up and use of spread sheets, data collection, data analysis and production of reports
- Administrative and secretarial experience
- Experience of hospital administration systems
- Experience of organising meetings and minute taking
- Experience of providing project support
Desirable
- Previous secretarial experience in a hospital environment
SKILLS
Essential
- Audio / copy typing
- Word-processing - ability to produce accurate, well presented work
- Organisational abilities to work to tight deadlines and prioritisation of workload
- Excellent communication skills
Desirable
- Previous clerical and/or secretarial experience in a hospital environment
- Experience of hospital administration system (PAS or equivalent)
KNOWLEDGE
Essential
- Sound knowledge of medical terminology
- Knowledge of full range of secretarial procedures
- Ability to work under pressure
- Ability to work as part of a team
- Able to use own initiative
- Reliability & confidentiality
- Ability to be flexible
Desirable
- Sound knowledge of medical terminology
OTHER
Essential
- To be flexible in order to meet the needs of the service and wider Central Services directorate.
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.
