Ultrasound Administrator

The Ultrasound Administrator (band 3) is a vital role within the Ultrasound Department.

If you are interested to visit the Ultrasound Department, please contact Jo Dunn, Ultrasound Rota Coordinator, on 01752 432015 (extension 32015) to make arrangements.

**Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.**
- Provide and deliver a high standard of administrative and clerical support to the Ultrasound Team using a varied range of work procedures.
- Coordinate through put and flow for the Inpatient scanners
- Communicate with Consultant Radiologists, Radiology registrars, Sonographers, US Rota Coordinator, Nurses, ICAs, HCAs, porters and other staff groups
- Work on their own initiative and seek guidance where they feel this is appropriate from other team members.
- Field calls from service users
- Liaise with Duty Floor Radiologist (DFR) and Duty Floor Sonographer (DFS) around queries
- Prioritise patients based upon length of wait and clinical urgency
- Respond to requests from Service Line Management and Site Team to facilitate discharge or diagnostic dependent scans

To act as first point of contact in US department and receive, coordinate and communicate information for users within the US Department and Derriford Hospital. This will include staff reporting absences/sickness. The absences will be checked against the current ultrasound rota and gaps identified to be covered. Liaise with the Ultrasound Rota Coordinator to cover gaps in service. It will also include the reporting of equipment faults and faults within the Department. This will be reported either to Estates or the equipment service provider.

To keep track of stock levels and order items either via Materials Management or the Eproc system. Crosscheck when items are received and store appropriately.

To cross cover the Ultrasound Rota Coordinator in times of absence and update any changes to the rotas/healthroster and link in with the Superintendent Sonographer.

To provide cross cover for the existing IP US Coordinator during times of absence, this will include alternate weekend working and bank holiday cover.

To create/modify the CRIS diaries to allow the Bookings team to effectively book the outpatient lists.

To provide administrative support to the sonographers’ secondary duties and update shared spreadsheets accordingly, ie ultrasound equipment, non-medical equipment etc.

To monitor staff mandatory and appraisal requirements and ensure they are completely in a timely manner.

To cross check the ultrasound rotas with healthroster to ensure accuracy.

To minute the monthly sonographer staff meeting minutes, as well as ad-hoc meetings that take place.

To monitor and administer any Datix received.

To monitor the protocols and procedure documents for ultrasound, both paper copies in the rooms and electronic versions on Q-pulse and keep them updated.

To maintain spreadsheets and databases relating to the Ultrasound service.

To work effectively with US Team including US Operators, including Consultant Radiologists, Radiology Registrars and Sonographers, US bookings teams, and US Rota Coordinator.

To work effectively with other staff groups such as porters, ICAs, HCAs, Nurses and Imaging Management Team in order to meet service needs.

To attend the Imaging Production Board daily, including weekends and bank holidays where appropriate.

To establish good communication links with staff across Imaging and in Derriford Hospital.

To be able to identify risks, raise concerns and report incidents according to Trust policy in an appropriate manner to the US and Imaging Management Team where appropriate.

To co-ordinate the appointments and patient flow through the inpatient ultrasound scan rooms.

To ensure the most effective use is made of US resources and inpatient capacity is optimised.

To have an understanding of US operator skills matrix in order to organise appropriate type of examination or procedure for the operator.

To engage with ward readiness arrangements.

To be familiar with patient preparation for US examinations and procedures.

To be able to liaise with Nurses effectively in order to optimise any inpatient capacity for US interventions.

To monitor closely inpatient flow and utilisation of US capacity throughout the day and highlight to US Team and Imaging Management team any delays.

To have regular contact with ICAs/HCAs working in US and be able to coordinate this staff group for portering where appropriate.

To prioritise scans dependent on clinical urgency, patient waiting times and US inpatient capacity.

To be able to use multiple computer programmes such as CRIS, Healthroster, Q-Pulse, SALUS, Synbiotix and other platforms as appropriate.

To keep an up-to-the-minute record of daily scan lists to ensure accurate information is managed