Colposcopy Coordinator, Band 3
2 weeks ago
An exciting new opportunity has arisen within the Obstetrics and Gynaecology Department for an enthusiastic, self-motivated and organised person to join our Colposcopy team.
The post-holder will provide an efficient, confidential and professional administration support to the colposcopy team. The role is part time (30 hours) working over 4 days and will be based in the Lansdown Suite, Cheltenham General. Friday is essential, other days can be flexible
The post-holder will provide an efficient, confidential and professional reception and administrative service to the Colposcopy team. This will include administration and secretarial support to enable provision of patient care and speciality services. The role requires good written and verbal communication with patients, relatives, general practitioners and other hospital staff.
This is a responsible role and knowledge of the Cervical Screening Programme would be advantageous although full training will be provided.
It is essential that you are able to prioritise your workload to meet the demands of the service, being flexible and adaptable and remaining calm and professional at all times.
The Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county. And with over 8,000 staff, we're one of the largest NHS trusts in the UK. We offer a huge range of opportunities and benefits in a genuinely supportive working environment.
The Obstetrics, Gynaecology and Midwifery administrative team consists of approximately 30 individuals who provide an excellent service to Consultants, Nurses and Midwifery Matrons and Services
Our team is dynamic and constantly evolving to manage the demand and challenges of the service. We work closely together to ensure a friendly, positive and supportive environment whilst recognizing individual development needs.
Coordinate and oversee administrative and secretarial processes in support of effective and efficient functions of the clinical team.
Act as a contact point and liaise 1-1 with clinicians, patients, medical and nursing staff and external agencies either face-to-face or over the telephone.
To deal with telephone enquiries promptly, efficiently and sensitively, relaying messages where necessary and ensuring that any action is undertaken without delay.
To be responsible for the production of letters under the direction of the medical staff to the GP and patients informing of the outcome of the test results, ensuring these are distributed within defined timescales. To undertake any action required i.e. making of further appointments, liaising with admissions staff.
Organizing referrals and booking appointments within appropriate target time frames.
Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence.
To ensure discharge and results letters are sent to patients.
To ensure patients discharged from colposcopy clinic are recorded appropriately.
Maintain and monitor outpatient lists to ensure patients comply with waiting targets in accordance with the national guidelines and Trust patient access policy. Ensuring patients that fail to attend their appointment are followed up complying with the failsafe system in place.
Receive, sort and prioritise daily correspondence for the colposcopy office either via post or via multiple inboxes and actioning as appropriate.
Ensuring all clinical reports/requests are brought to the attention of the colposcopy consultant and their team to enable appropriate action to be taken.
Attendance at relevant internal/external meetings.
Assist in preparation of the quarterly and annual KC65 returns.
Regularly informing the Colposcopy Lead/Colposcopy Co-Ordinator/Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
Contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all uses of the department.
Photocopying, filing and other administrative duties to ensure the efficient running of the office.
Welcome and receive patients, visitors and other members of staff to the Lansdown Suite in a polite and professional manner and undertake general reception duties.
Notifying the Colposcopy MDT Co-ordinator of patients referred to monthly MDT meeting, including prepping and sending the notes then processing and distributing results from the outcome of the meeting.
Monitoring and ordering stationary including information leaflets from P2P and Colour Connection.
Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.
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