Westcliffe Health Innovations

Senior Administrator - Surgical Team

This job is now closed

Job summary

The job holder will support the Surgical Team Leader's in the dissemination of information, messages and enquiries for the Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Organisation.

The job holder will support the Surgical Team Leader and deputise their responsibilities where appropriate in their absence.

The surgical team consists of Plastic Surgery, Dermatology Plastic Surgery, Gynaecology, Urology and Vascular services.

Main duties of the job

The job holder will have some involvement with Clinicians and Service Managers across the Trust to ensure that patients are treated in accordance with the Organisations policy and procedures.

To provide accurate and timely administrative support in the delivery of clinical services through the processing of referrals and booking patients:management of information within the service and to external referrers, patients and clinical staff.

All activity is governed by the requirements to ensure confidentiality and security of information.

About us

Westcliffe Health Innovations was established in 2014 based at Eccleshill Treatment Centre to deliver Consultant led high quality Endoscopy Services to NHS patients in Bradford and Leeds.

Now in 2024, Westcliffe provides a range of services to the whole of Yorkshire and surrounding areas which includes Gastroenterology, Endoscopy, Plastic Surgery, Cardiology, ENT, Gynaecology, Vascular, Urology and Dermatology and private services.

The care delivered here at Westcliffe Health Innovations has been developed in a clean modern environment that has the comfort and satisfaction of the patient at its heart, providing a safe effective service, delivered in a calm environment that is done to make the patient experience as stress free as possible.

At Westcliffe Health Innovations we will work together to maintain a culture that develops and supports you and your team.

We strive to help our staff create a healthy work-life balance, to promote this we provide all staff with an extra birthday day and wellbeing day (available on satisfactory completion of the probationary period)

If you're starting out in the NHS, you will start with 27 days paid annual leave (plus bank holidays), rising to 33 days plus bank holidays, if you have previous experience in the NHS we honour the continuous service. Other benefits include a bonus scheme and access to the NHS pension.

Date posted

19 December 2024

Pay scheme

Other

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time

Reference number

M0007-24-0018

Job locations

Westcliffe Health Innovations

Newlands Way

Bradford

West Yorkshire

BD10 0JE

Job description

Job responsibilities

PLEASE REFER TO THE ATTACHED SUPPORTING DOCUMENT THAT IS THE FULL JOB DESCRIPTION

Supports the Team Leader in ensuring that the provision of a secretarial service within the relevant clinical specialities is both effective and efficient and utilises all available resource including the secretarial support assistants.

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

Use initiative in filtering information and be proactive in dealing with routine matters, seeking support from the Team Leader.

Assist with any data collection and entry required at service level.

Deal with telephone enquiries from patients, relatives, etc, which may be of a sensitive nature, in a constructive and sympathetic manner, referring to the appropriate person where necessary.

To ensure accuracy when administering relevant IT systems. The systems could include EPR and/or other local IT systems.

Works in close liaison with the Team Leader and other Senior Administrators and administrative team to assist in the smooth running of the Admin Teams secretarial and administrative service.

Works to the SOPs developed to support patient pathways.

Assist in the training of new staff. This may include supervising junior staff during periods of absence of the Team Leader.

The job holder will contribute to the effective and efficient running of the service highlight any areas where efficiency can be realised.

Such duties at a comparable level of responsibility associated with the work of the post which may vary from time to time.

To support the Senior Management Team with collating and sharing information regarding the service and be a part of decision making for future service development and growth.

To contribute to the operational running of the service with an ability to problem solve and work collaboratively with the other Team Leaders.

The role will be to support all administration aspects of the patient pathway in line with 2WW cancer pathways and 18-week referral to treatment guidelines using NHS RTT and cancer knowledge.

Produce accurate and professional letters for the service, including ensuring all actions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-up appointment, referring on to another provider or in-house for an investigation or simply informing the referring GP the patient has been discharged.

Effectively and timely manage the typing generated by the specialist clinics and ensure all typing is managed within IG guidance and policy.

Ensure all appropriate documentation is completed for the discharge process and that notes are scanned onto the Patient Information System (S1), following discharge

Liaise closely with clinical staff regarding patient letters, to ensure effectiveness of the service, including histology dictation and matching of reports to patient files

Answering telephone calls and taking messages for clinical and management staff and ensuring forwarding in a timely manner.

To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system.

As part of a team you are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required

You are responsible for ensuring patients receive timely and clear instruction with regard their appointment date and time including direction to the centres and any patient information leaflets as relevant

As part of a team you are also responsible for operating appointments via the choose and book system, making appointments at the time of the phone call whenever possible

To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function

To provide cover during Team Leader absences and other times of pressure on colleagues workload and handover effectively to colleagues before your planned absences ie annual leave

To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas

Ensure patients are registered on System1 and case loading into service

To efficiently deal with tasks

Registering and booking patients: patient contact, telephone queries, face to face queries.

You are responsible for chasing results and linking to patient notes.

Ensure reports are scanned onto patient records.

Communication

To provide excellent customer care. To greet and speak to patients, visitors, members of the public and staff in a friendly, professional, and courteous manner, in line with the Organisation Values.

To answer telephones to a pre-agreed standard, that all enquiries are dealt with in an efficient and courteous manner, including referral to other departments as appropriate.

To record any messages clearly and accurately and deliver them promptly.

To act in such a manner as to always maintain and protect patient confidentiality.

To provide telephone advice and assistance to patients regarding general administrative matters concerning their procedures.

To ensure the telephone is always covered to deal with patient queries.

To proactively deal with potential situations of conflict, to diffuse and prevent patient complaints.

To communicate effectively at all levels between all departments and with senior management team.

Administration

Project work as designated by Management.

To investigate complaints regarding the service at the request of Management.

Represent the team viewpoint at any assigned Meeting

Use of MS Office applications including Word and Excel.

Training of all new staff to the Department in all areas

Other activities as and when required by the service.

Appointments

To deal with telephone enquiries to the unit, forwarding calls or taking messages as appropriate. The post holder will be required to use initiative and tact in dealing with enquiries and problems that may arise.

To provide a full comprehensive appointment service using the computer system. To notify patients of their appointments and to provide appropriate information and instructions.

To ensure accurate patient data on all software used.

To maintain and manage workflow to the Department.