Administrator / Secretary Pleural Service - Peterborough

This is an exciting new post constructed to support expanding sub-speciality services in Pleural disease and Urgent and sometimes Emergency arm of Respiratory Medicine.. The role will be key to good co-ordination of all patient activity, patient continuity and clearly documented business activity.
The post holder will require excellent written and verbal communication skills to ensure that information is relayed to both patients and clinical staff as necessary in straight forward, comprehensive terms. This post is key to good administration of the service and will require the successful candidate to work with the Lead Nurse to set up an effective dashboard that monitors performance activity of the service. General medical secretarial duties will also be required.
If you are and overseas candidate wishing to apply and would require sponsorship, you can determine the likelihood of obtaining a CoS for this post by assessing your circumstances against criteria specified on the gov.uk website
We reserve the right to close this advert earlier than the closing date indicated should we feel we have received sufficient applications., + To administrate and co-ordinate the provision of high quality, patient focussed service for patients referred to the Pleural Service and provide cross cover to the Respiratory Service Unit.
+ To act as first point of contact for all queries in relation to the Pleural Service providing a professional and welcoming administrative service.
+ To monitor waiting times and appoint appropriately to ensure clinicians capacity is used to best capacity.
+ To assist in producing accurate data for local and national reporting requirements.
+ To undergo training as necessary to meet the needs of new developments within the Service.
Key link with:
+ All patients
+ Consultants and members of the specialty team and operational management teams
+ Diagnostic teams, Pathology, Radiology
+ Outpatients & Health Records Departments
+ Information services, Data Quality and IT departments.
+ Cancer manager and team if appropriate
+ Theatres and wards
+ Primary Care Trusts and other external organisations
Maintain close working relationships with colleagues within the specialty, other Trust departments and external organisations.
Advise the Senior Medical Secretary & Lead Nurse of any points of concern relating to the administration of the service and processes in place.
To assist the Senior Medical Secretary to ensure the delivery of an efficient and comprehensive service which is receptive to the needs of the patient and meets the performance requirements of the Trust in accordance with the patient access policy, The post-holder is required to maintain both paper and computerised records in accordance with Trust standards.
+ Ensure that data entered onto the PAS and other hospital systems is complete and accurate.
+ Ensure patients receive accurate appointment information using the PAS system.
+ Receive, consider and collate results of investigations. Deal with promptly. Take appropriate action to draw attention to abnormal results. Follow up as necessary.
+ Audio typing of patient information, including the typing of letters
+ Audio typing of any other correspondence relevant to work undertaken by the Consultant and the medical team.
+ Ensuring any actions detailed in clinic/discharge communication have been completed i.e. booking of follow up appointments.
+ Ensure that any relevant information that is not available on Trust electronic systems is uploaded correctly onto Patient electronic health record (Evolve)
+ Work within guidelines relating to data protection and confidentiality.
+ Deal with any problems in a constructive manner, communicating with relevant staff as necessary.
2. Administration - General
o General administrative duties, as required, to include:
+ Typing, photocopying and sending of information, including distribution of copies to appropriate destinations.
+ Accurate filing of information.
+ Presentation of letters for signature.
+ Timely distribution of letters and information, both for Trust and external post.
+ Opening of post and appropriate distribution of correspondence.
+ Organise any meetings for the specialty team as appropriate
o Show awareness of the principals of Health and Safety at Work and Manual Handling Guidelines.
o Adhere to all administration standards
o Attend appropriate meetings
o Database entry as required
o Be part of the Trust Loggist EMED rota when Critical Internal incident is declared. This will require remote attendance at set times.
3. Resource Management
The post-holder takes an active role in identifying resource issues and maintaining equipment and stationary stock levels.
4. Standards, performance & policies
4.1 To understand current policies, guidelines and procedures for the management of patient pathways.
+ Following guidance work within defined national and local targets, i.e. waiting time and cancer targets and monitor on a regular basis. Identify potential breaches to the Senior Medical Secretary.
+ Ensure data and information both paper and electronic is completed in accordance with agreed policies and procedures
+ In accordance with the agreed process, ensure data and information is recorded and input into the relevant systems (PAS, Theatreman, E-track, Carefllow) in an accurate and timely manner and patients are actively tracked.
+ Ensure business activity reports are constructed and reported in line with the service Key Performance Indicators (KPIs). Report to clinical team when activity is not within the required range to manage pathways effectively
5. Planning & organisation
+ Plan and organise workload ensuring deadlines are adhered to and duties satisfactorily performed.
+ In conjunction with the Senior Medical Secretary ensure that processes are developed
6. Additional information
+ To ensure that Service Unit secretarial and administration functions are carried out to the highest quality standards by monitoring and improving services
+ Organise and control own workload ensuring deadlines are observed and duties performed efficiently.
+ To develop IT skills as may be required to fulfil the responsibilities of the post
+ To support a co-ordinated approach to service delivery on both sites within the Trust to promote good working relations
+ The post holder must at all times carry out his/her duties with due regard to the Trust's Equality & Diversity Policy.
+ The post holder is responsible for ensuring that required mandatory training is up to date.
+ You have a responsibility to consider yourself and anyone else who could be affected by the things you do, or don't do, that you should have, while at work.
You are responsible for informing your manager of any health and safety concerns you identify and for completing an adverse event form for any accidents, incidents or near-misses that happen to you or that you are aware of to reduce injuries or loss.
+ To ensure that all duties are carried out to the highest possible standard, and in accordance with current quality initiatives
within the area of work
+ All staff are required to respect confidentiality of all matters that they may learn in the course of their employment. All staff are expected to respect the requirements under the Data Protection Act.
+ Any other duties which may be required in order to facilitate the efficient and effective running of the Service Unit.
This job description will be subject to review in consultation with the post holder.
NB: As part of the pilot process and any future developments of this service, this job description will be subject to review in consultation with the post holder.

We are dedicated to fostering diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, with a particular emphasis on encouraging those from disabled, Black, Asian and Minority Ethnic (BAME) communities, as well as candidates from our local area.
As part of our commitment to supporting our employees we offer a range of benefits including:
+ Generous annual leave entitlement starting at 27 days and increasing to 29 days after five years of service and 33 days after 10 years of service, in addition to the national Bank Holidays (pro-rata for part time staff);
+ Membership of the NHS Pension Scheme:
+ Flexible working opportunities;
+ Enhanced hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
+ Opportunities for career development and training to help you progress in your role;
+ Wellbeing support and activities to promote a healthy work environment;
+ Access to our in-house physiotherapy service;
+ On-site canteens offering subsidised meals;
+ Subsidised staff parking (currently free);
+ Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
We strive to create a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles. Join us and become part of a team dedicated to making a positive difference in our community.