Band 3 Palliative Care/Acute Oncology Service Administrator

2 weeks ago

Hampton, United States Royal Free London NHS Foundation Trust Full time

Job summary

Palliative Care & Acute Oncology ServiceAdministratorDIVISION: Transplant & Specialist ServicesSALARY BAND: Band 3RESPONSIBLE TO: Pathway ManagerACCOUNTABLE TO:Service Manager Oncology and Palliative CareHOURS PER WEEK: 37.5LOCATION: RFH siteJob Summary :This post provides administrative support to the Palliative Care Team and Acute OncologyService based at the Royal Free post-holder will provide a high quality administrative service and patient coordinationsystem to the multidisciplinary specialist palliative care team and the ACUTE Oncology ServiceCNS teams at Barnet and Royal Free. The post-holder will work within the teams to coordinate the non-clinical aspects of the services including data input and office managementsupport. He / she will need to be able to organise and prioritise their own workload, useinitiative and work without constant administrator will work across the two services on allocated days and be required to use Cerner and other electronic databases in order to capture referrals and procedural information.

Main duties of the job

The post holder will be required to: Scan all new referrals onto patient notes & update on whiteboards for community Palliative Care Ordering of all stationary on Pecos and verification on Cerner once received Ordering of all information leaflets (booklets /forms DWP, CMC)Faxing urgent letters to GP and other professionals Collection and distribution of all post & letters into the department. Update attendance records in excel for MDT Print contact cards Monitoring area for fire safety. Updating annual leave calendars for members of the Palliative Care team. Room bookings/ circulation to team members for meetings. To collect data for the Acute Oncology Service for both Royal Free and Barnet. Contact other NHS and private healthcare providers for patient information for emergency admissions and updating with discharge summaries. Booking patients into AOS telephone clinic where applicable. Scanning of patient documentation to all enquiries from other hospitals are effectively managed by being successfully resolved or escalated to the CNS's Ensure all relevant people are informed and an appropriate record is maintained liaising and effectively communicating at all levels using written, oral and electronic methods. use tact and sensitivity to deal with difficult issues. Request clinical data sets from other healthcare providers hospitals in accordance in a timely manner. Upload patient data to the SIRT.

About us

The Royal Free London NHS Foundation Trust is one of the largest Trusts in the country serving a local population of over million. In recent years, there has been significant investment in research infrastructure. 2021 saw the opening of the PEARS Building, a new research institute housing over 200 scientists within the Institute of Immunity and Transplantation. A new Clinical Research Facility (CRF) has been established providing dedicated space and staff to conduct experimental medicine. In 2022 the CRF was awarded £ from NIHR and became a designated NIHR CRF.

Job description

Job responsibilities

PATIENT CO-ORDINATOR RESPONSIBILITIES :Assisting in managing patient correspondence initially prepared using Dictate IT andfiling all correspondence. Answering the telephone and dealing with enquiries from patients and families, GPs and other departments throughout the hospital and primary care. This includesprioritising urgent calls from distressed patients and carers and ensuring and alerting clinical staff to provide a rapid response.Assisting in liaising with other departments (including the Outpatients Appointment Centre for clinic appointments), wards and clinics.Assisting in arranging patients appointments in conjunction with the medical andnursing staff and appropriate trust departments. Mail management including: collecting, opening and distributing paper mail withinthe department - prioritising and actioning the mail, including departmental e-mail; and dispatching out-going post to the Post Room.Managing the departments generic email account forwarding and disseminating correspondence as required. Administrative and secretarial support to the nurses and medical consultants for specific committee activities when requested. Assisting in booking follow up appointments and liaising with manager to enable necessary overbooking of clinics as and when requested by a clinician. Ensuring that clinic and Palliative Care MDT lists and other relevant documentation are printed in advance of clinic and MDT and given to the relevant clinician. Ensuring that notes are stored in a safe manner in compliance with Trust requirements.Recording notification of patient deaths on CernerOFFICE ADMINISTRATIONAnswering the telephone and maintaining a message-taking system for the team. This includes the taking and recording of referrals and using independent judgement as necessary.Provide general departmental administration such as co-ordinating the team diary, arranging team business meetings,Maintaining and developing filing systems relating to all aspects of the palliative care teams work. Being a point of contact for security issues affecting the teams office base. Assisting in keeping financial records, including petty cash, receipts for donations and all paper work relating to Royal Free Charity Grant and handling related COORDINATION: Trouble-shooting on a day-to-day basis and liaising with Help desk on behalf of the team as and when problems arise in applications. Assisting and supporting the team in achieving consistent data entry by running appropriate validation checks and searches on database. This involves understanding the logic of the database.

CLINICAL AUDIT: The peer review measures for AOS require a minimum dataset to be collected on a dailybasis. The AOS teams at Royal Free and Barnet receive increasing numbers of referrals andcalls and it is therefore difficult to provide the same level of service due to an increased amount of time needed for administrative duties.Assisting with team audit projects, which includes administrative support, typing documents and performing some data analysisThe post-holder must undertake effective forward planning to ensure that the administrative needs of the service are met and must carry out a range of effective administration processes to support the delivery of high quality patient care. The post holder will also be required to provide Administrative support to the palliative care department.

Person Specification

Royal Free World Class Values

Essential

Demonstrable ability to meet the Trust Values

Education and professional qualifications

Essential

English and Maths at GCSE level or equivalent Courses / further study attended to demonstrate evidence of personal development

Desirable

Diploma level qualification or equivalent experience

Experience

Essential

Previous experience of working with the public and/or patients in a healthcare environment Experience of interaction with all levels of staff Experience of managing and prioritising own workload and working to deadlines

Desirable

Previous administrative and organisational experience

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