Complex Pathway Administrator

2 weeks ago

Ipswich, United Kingdom West Suffolk NHS Foundation Trust Full time

Please see the full job description for more detail Job responsibilities: KEY TASKS: To be responsible for arranging the multi-disciplinary approach, liaising with Consultants for availability, appointments and co-ordinating clinical involvement. Plan programme, ensuring parents and professionals are fully informed and all relevant information is available. Book other appointments to coincide with the multi-disciplinary assessment date. Co-ordinate and liaise with clinical staff to arrange assessments for complex needs children outside the formal multi-disciplinary assessment meeting process, ensuring a co-ordinated approach to enable feedback to parents/carers within an agreed timeframe.

Ensure that assessments are completed in a timely manner, following up with clinical staff as necessary. Correct and proof-read reports prior to signature by Lead Clinician and distribution. Ensure final, signed copy is available on SystmOne. Supervision, including appraisal, of junior administration staff as appropriate.

To be involved in the recruitment and selection process as appropriate for vacancies within the paediatric medical administrative team based at any of our ICPS sites. To induct and train administration staff recruited to the team. To support the new referrals and Autistic Spectrum Disorder referrals process in the absence of the Referrals Administrator. To use appropriate strategies to deal with angry, distressed or upset callers either in person or via the telephone.

To liaise with and assist staff from the Trust, Statutory and Voluntary Agencies who use Integrated Community Paediatric Services. To be responsible for ensuring the maintenance of equipment, security systems and facilities, liaising with relevant Estates department regarding a repair/service to equipment or building. To be responsible for the ordering of stock and non-stock stores, equipment and pharmacy items where applicable, placing order on request and delegating tasks as appropriate. Delegated responsibility for raising requests for cheques for petty cash and postage, being responsible for record keeping and financial returns to WSFT Finance Department.

To adhere to and act upon any Health and Safety matters, bringing any fire, safety or security issues to the attention of the Locality Business Manager. Ensure compliance with all mandatory training requirements and other training needs as agreed with your line manager. Arrange appointments for clinics run jointly with Consultants outside this organisation, e.g. joint, neurology clinic, joint orthopaedic clinic, typing and sending clinic letters as required.

Undertake a full range of secretarial and clerical duties as required. Plan and arrange timetable for visiting medical students as required. Arrange meetings as directed, preparing and distributing reports and agendas, taking minutes/notes. Receive visitors and act as receptionist as appropriate.

On occasion and as necessary, provide cover for the reception area at the relevant location. Receive and relay messages for clinicians, exercising initiative in taking action within limits laid down. Develop and maintain effective office and filing systems, ensuring that information is kept in a logical order and is easily retrievable, all within East and West shared systems. Also ensure that obsolete information of a confidential nature is shredded before disposal.

Be aware of process for dealing with Safeguarding Referrals to the medical team. Undertake such other appropriate duties as may be delegated from time to time by the Consultant Community Paediatrician and the Locality Business Manager Undertake other duties commensurate with your grade and/or hours of work at your initial place of work or at any other of the Trusts establishments, as may reasonably be required of you.

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