Job summary
An exciting opportunity has arisen within the Gastroenterology (Hepatology) department for a Part-time Patient Pathway Administrator on an 18-month fixed term contract.
The successful candidates will work with the Hepatology & Gastroenterology department and as part of a clinical and clerical team to support clinicians, nurses, and other healthcare professionals.
As the role works within tight deadlines, the ideal candidate will be able to work on their own initiative and be highly organised.
The role involves accurately using a number of electronic systems, so a high standard of IT skills is essential. As the candidates will be working as part of a dedicated team, flexibility and a willingness to cover and help their colleagues is crucial.
The successful candidates will require excellent communication skills; they'll need to be able to communicate sensitively and with empathy and confidentiality.
Main duties of the job
Provide an efficient general administrative day-to-day support to the department and the patients. Duties will include booking of patient appointments, administration for the Liver Surveillance Programme and Fibro scan service, audiotyping, dealing with incoming and outgoing telephone calls, post, filing, faxing and other general administrative duties.Excellent organisational and interpersonal skills will be required for this post, as you will be expected to communicate well with patients and all levels of staff.Provide effective input into the work of the Trust, to support the achievement of our vision and values.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
1. Deal with electronic, telephone and written enquiries coming into the Hepatology/Gastroenterology office in a timely and tactful manner
2. Assist in the administration of the Liver Surveillance Service and Fibro scan service. This will involve tasks such as data entry, prompting clinicians to request imaging or tests, booking appointments and contacting patients who have failed to attend appointments
3. Act independently to sort, distribute and prioritise incoming mail, including e-mail, using judgement and experience to prioritise and pass to clinicians or pass directly to other areas for action and information, using own initiative.
4. Booking appointments via the patient administration system, managing multiple Clinicians waiting lists including PIFU and ensuring appointments are booked within the Access Policy Protocol and RTT directives.
5. Oversee and assist with the coordination of patient pathway management and ensure that all necessary appointments, including outpatients, clinics, waiting lists, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
6. Audio type clinic letters and correspondence dictated through the Big Hand system.
7. Liaise with the Outpatient departments to ensure clinics are correctly booked, slots have been fully utilised and urgent patients are prioritised.
8. Scan documents to Mediviewer as necessary.
9. Support the 18-week patient pathway by providing timely information to the 18-week team and the Clinical Service Line management team as requested.
10. Attend weekly & monthly team meetings.
11. Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times
12. Manage own workload on a day-to-day basis, prioritising urgent tasks and escalating any potential issues with meeting deadlines to the management team
13. To carry out any reasonable work requests to meet the needs of the service. This may include covering for colleagues within Gastroenterology & Hepatology.
Job description
Job responsibilities
1. Deal with electronic, telephone and written enquiries coming into the Hepatology/Gastroenterology office in a timely and tactful manner
2. Assist in the administration of the Liver Surveillance Service and Fibro scan service. This will involve tasks such as data entry, prompting clinicians to request imaging or tests, booking appointments and contacting patients who have failed to attend appointments
3. Act independently to sort, distribute and prioritise incoming mail, including e-mail, using judgement and experience to prioritise and pass to clinicians or pass directly to other areas for action and information, using own initiative.
4. Booking appointments via the patient administration system, managing multiple Clinicians waiting lists including PIFU and ensuring appointments are booked within the Access Policy Protocol and RTT directives.
5. Oversee and assist with the coordination of patient pathway management and ensure that all necessary appointments, including outpatients, clinics, waiting lists, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
6. Audio type clinic letters and correspondence dictated through the Big Hand system.
7. Liaise with the Outpatient departments to ensure clinics are correctly booked, slots have been fully utilised and urgent patients are prioritised.
8. Scan documents to Mediviewer as necessary.
9. Support the 18-week patient pathway by providing timely information to the 18-week team and the Clinical Service Line management team as requested.
10. Attend weekly & monthly team meetings.
11. Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times
12. Manage own workload on a day-to-day basis, prioritising urgent tasks and escalating any potential issues with meeting deadlines to the management team
13. To carry out any reasonable work requests to meet the needs of the service. This may include covering for colleagues within Gastroenterology & Hepatology.
Person Specification
Qualifications
Essential
- GCSE or equivalent including English & Maths minimum C grade or above
- NVQ3 in Business Administration or RSA3 secretarial qualification (or equivalent)
Desirable
- A level or equivalent
- Computer literate to ECDL standard or equivalent
Experience
Essential
- Experience of working within Administrative role.
- Experience of working as a part of a team and on own initiative.
- Experience of dealing with highly sensitive and complex information.
- NHS experience.
Desirable
- Gastroenterology/Hepatology experience.
Knowledge
Essential
- Knowledge and use of Microsoft software including Office, Word, Excel and PowerPoint.
- Understanding of data protection, confidentiality and record keeping requirements with the NHS.
- Excellent verbal and written communication skills - ability to deal with people at all levels using tact, diplomacy and understanding.
- Excellent organisational skills with the ability to work to tight deadlines and with interruptions. Excellent decision making skills
- Able to use own judgement and initiative to provide information and support.
- Able to analyse problems and initiate appropriate solutions effectively.
Personal characteristics
Essential
- Enthusiastic and Self-Aware
- Creative and flexible
- Ability to remain calm under pressure
Person Specification
Qualifications
Essential
- GCSE or equivalent including English & Maths minimum C grade or above
- NVQ3 in Business Administration or RSA3 secretarial qualification (or equivalent)
Desirable
- A level or equivalent
- Computer literate to ECDL standard or equivalent
Experience
Essential
- Experience of working within Administrative role.
- Experience of working as a part of a team and on own initiative.
- Experience of dealing with highly sensitive and complex information.
- NHS experience.
Desirable
- Gastroenterology/Hepatology experience.
Knowledge
Essential
- Knowledge and use of Microsoft software including Office, Word, Excel and PowerPoint.
- Understanding of data protection, confidentiality and record keeping requirements with the NHS.
- Excellent verbal and written communication skills - ability to deal with people at all levels using tact, diplomacy and understanding.
- Excellent organisational skills with the ability to work to tight deadlines and with interruptions. Excellent decision making skills
- Able to use own judgement and initiative to provide information and support.
- Able to analyse problems and initiate appropriate solutions effectively.
Personal characteristics
Essential
- Enthusiastic and Self-Aware
- Creative and flexible
- Ability to remain calm under pressure
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).
