Clerical Assistant for SACT Services

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

The scheduling of patients SACT treatments, communicating with patients and relatives on the phone, ensuring patients receive their appointments in a timely manner. Other administration skills will be required.

It requires the individual to meet deadlines for appointments and targets, to communicate well with all members of the multidisciplinary team, patients, and their relatives and to act in a professional, courteous manor at all times.

KEY ROLE DIMENSIONS

Communication & Relationship Skills

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.

Deal compassionately with distressing situations.

Liaise with other members of staff regarding case notes and patient visits.

Maintain patient confidentiality at all times.

Analytical & Judgmental Skills

Resolve issues arising in own role, such as cancellation of patient appointments and missing patient notes.

Use own initiative to liaise with clinical staff where necessary regarding patient queries.

Use patient information systems to assist patients and staff with solving issues.

Apply knowledge to correctly code treatment appointments and first definitive treatments.

Planning & Organizational Skills

Plan for patient admissions, appointments, and discharge

Use the IQEMO scheduling system to book for treatment.

Re-arrange patient IQEMO appointment to accommodate efficient use of IQEMO.

Ensure that annual leave does not occur at the same time as colleagues.

Liaising with the nursing and scheduling team re any appointment changes

Physical Skills

Work in patient information system, requiring standard keyboard skills.Use office equipment including PCs, fax machine, and phones.

Responsibility Patient/Client Care

Provide comprehensive advice to patients/relatives regarding appointments.

Signpost patients to other areas of hospital

Responsibility Policy & Service Development

Follow all relevant policy and legislation.

Work collaboratively with colleagues to ensure policies are adhered to

Responsibility Financial & Physical Resources

Ensure that office supplies are adequate, ordered and obtained for the smooth running of the unit.

Responsibility Human Resources

To provide induction support to new post holdersDemonstrate workplace routines to less experienced members of staff.

Responsibility Information Resources

Escalate any changes in patient demographic details in patient information system to the scheduling team.

Responsibility Research & Development

Undertake surveys/audits as necessary to own work.

Freedom to Act

Post holder is expected to follow all relevant protocols, SOPs and standard practice.Administrative manager is available as point of reference for any queries and will meet regularly with staff.

Plan and organize own time and workload activity with prioritization

Use own initiative to solve problems and answer staff and patient enquiries

Physical Effort

Periods of time spent sitting at keyboard to input information

Periods of the time spent on telephone calling patients

Mental Effort

Concentration is required when making IQEMO changes

Constant interruptions from phone calls and demands from other members of staff

Emotional Effort

Direct interaction with patients suffering from terminal illnesses

Frequent exposure to distressed patients who are upset or angry

Working Conditions

• Continuous use of VDU for patient management
• Continuous use of telephone for patient management

Person Specification

Qualifications

Essential

• Good standard of education NVQ level 2, equivalent qualification or experience

Desirable

• Diploma or equivalent experience
• ECDL or equivalent

Experience

Essential

• Experience of administrative or clerical work.

Desirable

• Experience of working within the national health service.

Skills

Essential

• Excellent communication and interpersonal skills
• Ability to priorities workload
• Excellent telephone manner
• Attention to detail and accuracy
• IT literate

Desirable

• Willingness to learn and undertake training as appropriate

Knowledge

Essential

• Knowledge patient appointments and data recording systems

Desirable

• Knowledge of medical terminology

Values

Essential

• Ability to demonstrate the organisational values and behaviours.

Desirable

• Knowledge of the organisational values

Other

Essential

• Ability to work unsupervised
• Self Motivated, Reliable, able to work under pressure
• Tactful and diplomatic

Desirable

• Flexible working hours
• Able to deal compassionately with distressing situations

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.

Employer details

Employer name

The Christie NHS FT

Address

Chemotherapy Suite - E00007

Manchester

M20 4BX

Employer's website

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