Fixed term for 12 months. Full time 37.5 hours per week
The post holder will provide secretarial and administrative support to the Respiratory Diagnostics Service primarily dealing with the G.P. Spirometry referrals.
As with all secondment opportunities, interested parties should discuss the opportunity with their line manager before applying.
Main duties of the job
The post holder’s main duties will include planning, organising, directing and coordinating the work of the department with particular attention to the G.P. referral pathway. The post holder will support the efficient channelling of communication between medical staff, GP’s, patients, relatives, members of the public and other disciplines within the Trust.
The Respiratory Diagnostics Service Co-ordinator will be expected to work with the minimum of supervision. He/she will also be able to demonstrate flexibility and use their own initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation, thus enabling the Physiologist’s and the team to utilise their time in an efficient and effective manner. The post holder will demonstrate excellent organisational skills, must be adaptable in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity.
About us
BOLTON FOUNDATION TRUST is a progressive employer , making every voice count and encourages staff development .
Job responsibilities
ROLE DUTIES MEASURABLE OUTCOMES
Develop and maintain effective working relationships with Clinicians, Managers and others within the Respiratory Diagnostics Team and Trust wide to include G.P Primary Care service users.
Keeps manager up-dated on work, updating timelines.
Actively seeks information from managers to update team members on issues / developments.
Recognises appropriateness of information to be disseminated.
Be the point of contact for all non-routine enquires facilitating communication and information flows, initiating and responding to correspondence and resolving enquires.
Customers greeted with a polite, positive and welcoming attitude
All queries dealt with in a timely manner.
All visitors acknowledged verbally or non-verbally as soon as possible.
Adapts communication style to meet the needs of the individual.
Takes time to listen to other viewpoints, listens actively and where not able to resolve escalates and informs customers of action taken.
Investigate and respond to complaints/incident forms as required, taking action where necessary and reporting to line manager.
Complaints are recorded and dealt with in a timely manner and in line with Directorate protocols.
Complaints are escalated, where appropriate, to a senior manager.
Undertake Medical secretarial duties:
General Diary management
All secretarial duties undertaken in line with departmental operating procedures in an accurate and timely manner.
Receive referrals from Primary Care for Spirometry, appoint onto clinic template, inform patient of date of test, file appropriate documentation. Manage the waiting lists for Diagnostics to prevent breaches and deliver care in an appropriate timescale.
Assist with appointing patients for Respiratory Diagnostics from Secondary Care.
Answer general telephone queries from both Staff and Patients for both Primary and Secondary Care.
Prompt and secure dispatch of Diagnostic Test Results in accordance with Trust Policy and Procedures generated by Physiologists to the referring specialist
Utilisation of local or Trust case note tracking system
Work in conjunction with line manager in relation to managing OP slot utilisation, minimising DNAs and waiting lists.
Data cleansing and audit of appointment utilisation.
Active management of waiting list and identification of available appointments
Liaises with clinicians and scrutinises online diaries to organise and plan suitable availability of key team members.
Management of results and information flow.
Responsible for the management of the assurance and data quality reports that support accurate monitoring of clinics.
Investigations and actions are recorded.
Planning and organisation of the day to day needs of clinical team. Support the day to day organisation of the clinical teams by managing rotas diaries, coordinating meetings, and ensuring appropriate documentation available for meetings and presentations, attending meetings to take minutes and transcriptions of agendas/minutes.
Treat all members of the team in a fair and consistent manner, in line with Trust policies and team members will provide positive feedback at appraisal that they feel their contributions are valued.
Plans and organises own workload.
Will welcome staff contribution and suggestions and will ensure that staff are aware of actions that have been taken to their suggestions.
Team members feel valued and are thanked for work undertaken.
Seeks resolutions / continual improvement and undertakes regular analysis of systems
Assist in the recruitment and selection of staff within areas of responsibility and the organisation of induction and orientation/training programmes.
All recruitment is undertaken in line with the Trust Recruitment & Selection Policy.
Assist in the on boarding of new team members
Offer training and support to new members of staff or students within the department, including training in any new technology whilst ensuring some level of responsibility for their workload until competencies have been met.
Prepare and implement local induction packages to meet the needs of the service
Responsibility for information resources.
Following consultation, co-operate in the introduction of new technology and new working practices, in addition to those already in place as it may apply to the work of the administrative service.
Ensure all information on the Patient Electronic records (when available) is updated and accurate, in line with the Trust Data Quality Policy and liaise with colleagues as required, ensuring any necessary changes are actioned.
Ensure that information systems accurately record the stage of the patient journey in line with national and locally agreed policies and procedures.
Undertake regular refresher training in information technology to ensure knowledge and skills are kept up to date.
Ensure any other patient identifiable information (other than that stored on the Electronic Patient System) is stored and used in line with the Trusts Information Governance Policy.
When required, create, maintain and update internal and external databases specific to the speciality requirements.
Person Specification
Qualifications
- GCSE Maths and English
- NVQ 3 in Business & Administration or evidence of practical experience
- GCSE SCIENCE
- European Computer Driving Licence Certificate
Experience
- Evidence of familiarity with Trust systems
- Compliant with Mandatory Training
- Relevant experience within the NHS
- Evidence of working independently and as a team
- Some experience in assisting with audits /data gathering
- Excellent patient and multi-disciplinary communication skills
Skills
- Awareness of confidentiality
- Excellent care with compassion policy and use judgement to work within the boundaries of the role
- Ability to work to tight deadlines and deal with conflicting demands.
- Computer skills for the use of presentations, reports and statistical analysis e.g. PowerPoint, Excel and Word programmes.
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.
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