Lead Administrator

4 months ago

Peterborough, United Kingdom North West Anglia NHS Foundation Trust Full time

Teamwork As a team ensure that all functions within the speciality are completed. Maintain close working relationships with colleagues within the speciality. Work closely with clinical teams and other departments within the organisation. Advise the Cardiology & Respiratory Administration and Performance Coordinator and Cardiology & Respiratory Administration and Pathway Coordinator of any points of concern relating to the administration of the service and processes in place.

Work a buddy system with other Band 4s in the EMED division to ensure adequate cover is in place during absence. Attend team meetings at required intervals Communication Key links with: Patients & carers Cardiology & Respiratory Administration and Performance coordinator Cardiac & Respiratory Management & clinical team Angiography clinical team EMED Performance Manager Consultants and secretarial teams Other wards and clinical teams Primary Care Trusts and other external organisations Operational and Administrative Processes Administration - Patient records and information The post holder is required to maintain both paper and computerised records in accordance with Trust standards. Management of patient journey Management of referrals Book appointments for Cardiology & Respiratory Diagnostic tests and Procedures undertaken within the department. To cancel, rebook and rearrange appointments as directed.

Ensure that data entered onto TOMCAT, MEDWAY, E track and other systems is complete and accurate. Ensure patients receive accurate appointment information using TOMCAT & MEDWAY booking system. Ensure patients receive a choice of appointment in accordance with the Trust Access policy. Ensure any actions detailed in clinic/discharge communication have been completed.

Work within guidelines relating to data protection and confidentiality. Deal with any problems in a constructive manner, communicating with relevant staff as necessary. Inform Administration and Performance Coordinator, Cardiac & Respiratory Investigations Manager and Angiography unit manager where waiting times for patients may exceed appropriate targets. Work with staff to help reduce waiting times in line with appropriate targets.

Provide ad hoc basic waiting list information as requested. Administration - General General administrative duties to include: - Manage and maintain the Cardiac & Respiratory Investigations diary ensuring appointment slots are fully utilised and booked in accordance with the Trust Patient Access Policy Accurate recording of information Timely distribution of letters and information, both for Trust and external organisations. Ensure all administrative processes are adhered to within the speciality team. Ensure stationery supplies are maintained and ordered as necessary.

To respond to general enquiries to the departmen Register referrals onto department computer system in accordance with Trust and National Booked Admissions Programme procedures Record and update patient data on Trust and department computer systems, ensuring that patient information is correct and kept up to date Utilise PAS, Tomcat, Anglia Ice and NHS mail to provide an efficient service for patients, staff and visitors when required Opening of post and appropriate distribution of correspondence Accurate filing of informatio Undertake training for and be part of the Trust loggist role on behalf of EMED as required COMMUNICATION Deal with patients face to face and on the telephone, in a professional but helpful, friendly manner Liaise with GP practices, Consultant Secretaries, Ward Clerks, Specialist nurses and any other professionals with relation to the Cardiac & Respiratory Investigations Department, distributing relevant paperwork where necessary Respond promptly to urgent requests from wards/doctors by advising appropriate staff member TRAINING AND SERVICE DEVELOPMENT To support training and mentorship of new members of the administrative team To attend RTT refresher & IT training as required for Trust and department To participate in identified training and service development as require. To adhere to any changes in procedures and support the implementation of new pathways/processes OPERATIONAL A flexible approach to work to ensure adequate cover is in place during absence and peaks in workflow To demonstrate the ability to be tactful, professional and diplomatic at all times To adhere to appropriate dress code as per Trust Polic Ensure punctuality at all times Maintaining confidentiality concerning information about patients and staff within the organisation Maintain and encourage good working relationships with all departments OTHER DUTIES Support other areas in the Trust if required.

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