Urology Co-Ordinator | Mersey and West Lancashire Teaching Hospitals NHS Trust

To provide a comprehensive administrative service in dealing effectively and efficiently with processing of daily clinics, and ad hoc office duties. Liaise effectively with support service managers regarding clinic venues and room usage. Ensure cross cover working where appropriate. Please note, this vacancy may close early should a sufficient number of applications be received.

• To provide a comprehensive service to the Urology Suite Manager and Speciality Team including Nurse Specialists.
• Ensure appropriate personnel are informed of any clinic reductions. Including the completion of clinic cancellation / reduction forms, ensuring that they are actioned within the appropriate timeframes and clinic slots are managed appropriately.
• Ensure that all clinics are managed in line with Medical On-Call Commitments and if cover needed / amended as required.
• To be responsible for the efficient servicing of Urology Clinics in respect of provision of Medical Records and all associated documentation.
• To pull notes for outpatient requirements and track out on the trust computerised tracking system. Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct including patient demographics.
• To liaise with counterparts in Health Records and Outpatients across all Trust sites in order to locate notes / documentation and arrange transportation.
• To liaise with GP surgeries and other NHS trusts and when necessary, request patient information in accordance with correct legislation / missing reports., To provide a comprehensive service to the Urology Suite Manager and Speciality Team including Nurse Specialists.
• Ensure appropriate personnel are informed of any clinic reductions. Including the completion of clinic cancellation / reduction forms, ensuring that they are actioned within the appropriate timeframes and clinic slots are managed appropriately.
• Ensure that all clinics are managed in line with Medical On-Call Commitments and if cover needed / amended as required.
• To be responsible for the efficient servicing of Urology Clinics in respect of provision of Medical Records and all associated documentation.
• To pull notes for outpatient requirements and track out on the trust computerised tracking system. Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct including patient demographics.
• To liaise with counterparts in Health Records and Outpatients across all Trust sites in order to locate notes / documentation and arrange transportation.
• To liaise with GP surgeries and other NHS trusts and when necessary, request patient information in accordance with correct legislation / missing reports.
• Take minutes at management meetings, type and distribute electronic or hard copies within a given time frame, ensuring the dissemination of information requested at meetings.
• To maintain appointments and diary management, implementing bring forward systems, arranging venues, speakers, travel and accommodation, ensuring timely and efficient communication.
• Maintenance of annual leave and sickness records for Department staff as required by the Management Team. Recording on ESR system for staff within Urology Suite
• Taking receipt of recording of travel claims and preparation of Staff Variation Lists (SVL) and ensure that ESR is kept up to date in real time.
• Prepare Human Resources administration as necessary, including staff change of details forms, variation forms, manpowers, orientation programs appropriately.
• Co-ordinate and monitor compliance with mandatory training and appraisal activity for the Urology Suite and reporting compliance. Ensure all mandatory training and appraisals are up to date and recorded accordingly on ESR
• Produce high quality letters, databases and reports using detailed knowledge of software packages such as Microsoft Office, Word, Excel, Access and PowerPoint.
• Ensuring adequate labels are correct and available within the file.
• To help maintain/be responsible for office equipment and machinery within the department and ensure they are regularly filled with the appropriate stationery.
• To be able to communicate departmental work procedures within own team and to other departments.
• To prioritise own workload.
• Enter Admission Listing forms accurately onto the Patient Administration System (PAS) on a daily basis adhering to the timescales within the Trust Patient Access Policy and ensuring the waiting list entry is attached to the correct 18-week pathway with appropriate operation code. Maintain the day case waiting list along with Urology Suite Manager.
• Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly.
• Complete any Tertiary Referrals to external Trusts and ensure these are completed on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.
• To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations. Provide reminder service to patients for clinic where needed
• Mentor, train and supervise relevant staff as required by the Administration Services Co-ordinator.
• Deal appropriately with concerns from staff in line with Trust policy
• Taking minutes of meetings and circulating to relevant groups.
• Obtain information requested by Urology Suite Manager or Directorate Manager.
• Organise and order stationary items as appropriate.
• Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
• General office duties including dealing with incoming and outgoing mail, e-mail, scanning, fax, photocopying. Participate in housekeeping of the office environment.
• Attend appropriate training, meetings and education sessions at the request of manager
• To work in a flexible manner in accordance with the Trust Policy.
• Any other duties required by Line Manager
CLINICAL & PROFESSIONAL RESPONSIBILITIES
• Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
• Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary.
• Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children
• Know about the range of physical abuse, emotional abuse, neglect and sexual abuse
• Be able to recognise signs of abuse appropriate to role and what action to take
• Know what to do if concerned that a child is being abused.
• Know about the Trust's local policies/procedures.
• Understand the importance of sharing information, how it can help and the dangers of not sharing information.
• Be able to recognise signs of child abuse as this relates to their role. e.g. observe inappropriate parenting, an unusually quiet and withdrawn child etc
• Be able to seek advice and report concerns, ensuring that they are listened to.
  
  Disability Confident
About Disability Confident A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites. We strongly believe that the communities we serve should all have access to Five Star Patient Care. Our Services: Acute Care Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites. Primary Care Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital. Community Services Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre. Specialist Regional Services We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales. Achievements:
• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme