Copd Admin Supervisor

We are seeking an enthusiastic individual who has good administration and communication skills to work 29 hours per week.

This role is responsible for the co-ordination of all administrative, clerical and secretarial services to ensure the smooth operation/running of the COPD Service. The post holder is also responsible for the day-to-day supervision of clerical staff within the service.

This vacancy is advertised on a fixed term basis up until 1st March 2024 (or on the return of the substantive postholder) as it has been established to provide cover for an employee on secondment.

This role is responsible for the co-ordination of all administrative, clerical and secretarial services to ensure the smooth operation/running of the COPD Service. The post holder is also responsible for the day to day supervision of clerical staff within the service.

Choose Well - Choose WWL

Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

Planning and Organisational Duties
- Supervises and prioritises the workload of the ward clerk. Work flexibly with other staff to maintain an efficient service, especially in times of absence (leave /sickness) to ensure adequate cover is provided.
- Maintains the COPD diaries and electronic templates by co-ordinating appointments for - Oxygen Assessments

Out patients

Lead nurse diary meetings etc
- Advise COPD nurse of trends in referral /waiting times for appointments in line with targets.
- Monitors attendances and DNAs, reports to lead nurse and ensure appropriate follow ups are arranged as per protocol.
- Act as first point of contact for all communications to the service. Filter and prioritise communications for the lead nurse and COPD Nurses.
- Receive and process mail, referral letters and telephone calls. Advise available from Lead nurse and COPD sisters.
- Establish and maintain effective and efficient filing systems.
- Data input of service/patient results.
- Exercise judgement when dealing with patient enquires (some calls are of an emotional distressing nature) and call lead nurse /COPD sister when required.
- Responsible for ordering stationary/office/ medical equipment.
- Responsible for the implementation and maintenance of systems within the service eg SAM,EPR, PAS,HIS
- Constantly review working practises and implement change where required.
- Represent the clerical staff at meetings where policy and service development/changes are discussed.
- To ensure timely and efficient running of the nurse led clinics.
- Ensure case notes are available in advance for all patient attendees
- Rescheduling of clinics/appointments to ensure high standard of patient care.
- Responsible for typing and updating of all correspondence promptly and accurately.
- Provide help and advise to patients regarding their appointments.
- Responsible for ensuring full patient data is entered on PAS or delegate to Band 2 (A&C)Participate in the audit of the service by preparing reports of data.
- Responsible for ensuring all patients receive appropriate review appointments on leaving the unit.
- Monitor and record patient flow through the unit.
- Maintain COPD data base
- Ensure clerical staff follow departmental/trust wide policies, including complying with the Data Protection Act, Caldicott Guidelines and Health and Safety policies.
- Ensure clerical staff attends mandatory training.

Communications and Key Working Relationships

**Liaises with**:

- Respiratory Consultants
- Senior nurses in the oxygen and COPD Team
- Oxygen commissioner for the CCG
- OPD appointments
- Admissions
- Clinical Coding
- Ambulance booking (on line)
- Any other allied professionals.