Clinical Co-ordinator

1 month ago

Oxford, Oxfordshire, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

Job Summary

Oxford University Hospitals NHS Foundation Trust is seeking a highly skilled and organized individual to fill the role of Pathway Co-ordinator within our Cancer Directorate. This is an exciting opportunity for a motivated and detail-oriented professional to join our administration team and contribute to the delivery of high-quality patient care.

Main Duties of the Job

The successful candidate will be responsible for co-ordinating and managing clinic lists, ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies. This will involve liaising closely with Consultants, Nurses, and MDT co-ordinators to co-ordinate and be responsible for efficient clinic management and delivery of administrative tasks.

About Us

As a member of our team, you will have the opportunity to work in a dynamic and supportive environment, with access to ongoing training and development opportunities. We offer a range of benefits, including generous annual leave entitlement, flexible working options, and a modern working environment.

Key Responsibilities

  • To co-ordinate and be responsible for the provision of full secretarial and administrative services to the clinical team.
  • To take a lead role in the management of lists and clinics, ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies.
  • To take appropriate action to ensure that requests for diagnostics and follow-up appointments are processed in a timely fashion.
  • To comply fully with elective access policy; The Specialty Coordinator will also operate a failsafe system whereby every patient is registered using appropriate software, regularly reviewed and monitored to assess where they are in their appropriate pathway timescale for referred tests and procedures, chasing departments if necessary for results.
  • To validate patients on the waiting list regularly as policy, actioning and recording all outcomes and removing patients from the waiting list where indicated.
  • To arrange investigations, ensuring that these have been performed, results have been received, seen by relevant clinician and uploaded to correct software as appropriate within a timely manner.
  • To manage one's defined areas within the specialty and be responsible for prioritizing work, developing staff and reviewing working practices to ensure effective department procedures and communication structures are implemented.
  • To coordinate the day-to-day activities of assistant specialty coordinators.
  • To train and supervise members of one's team in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.
  • To contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day-to-day basis support individual learning and development.
  • To be actively involved in the recruitment process.
  • To ensure that joint working and close co-operation is developed and maintained with internal and external staff groups, providing the clinical/operational services needed to maintain a complete and seamless service to patients.
  • To take responsibility for data quality within a defined area; investigating issues, rectifying processes and providing training as required.
  • To deal with complex enquires from staff, patients, relatives and visitors investigating and researching matters in order to provide information, guidance and advice to others in response to their queries in line with departmental key performance indicators.
  • To use Voice Recognition Software to take responsibility for ensuring that letters for the specialty are sent out within the defined turnaround time, being pro-active in ensuring that each clinic attendance has been documented.
  • To keep close liaison with the outpatients department in order to maintain smooth running of outpatient clinics and to keep the department informed of any known changes to forthcoming clinics. When requested, to organise and set up extra clinics and liaise closely with appointments staff, clinic staff and patients.
  • To take responsibility of dealing with general communication including email, shared mailboxes and EPR communication centre.
  • To liaise with other departments as required.
  • To undertake general administrative duties including filing, typing, photocopying, scanning, arrangement of meetings and taking minutes.
  • To maintain stock control and consumables.
  • To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.
  • To carry out any other duties as directed by the management team/consultant. This may cover a wide range of duties including providing cover for other teams roles at or below this band.

Person Specification

Education/Qualifications

Essential

  • Good general level of education (5 GCSEs/BTEC grade C or above or equivalent) including Maths & English.
  • Knowledge of a range of Trust policies and management procedures.

Desirable

  • EPR trained.
  • E-Referral Trained.

Experience

Essential

  • Relevant administrative experience with up to date experience of MS Office.
  • Excellent Communication skills both written and verbal.

Desirable

  • Previous experience within NHS/public sector.
  • Knowledge of patient pathways within NHS.

Special Skills/Aptitudes

Essential

  • Proven organisational skills with accurate attention to detail.
  • Ability to work to tight deadlines and under pressure.

Desirable

  • Supervisory Experience.

Personal Qualities

Essential

  • Excellent interpersonal skills.
  • Friendly and approachable manner.

Desirable

  • Understanding and knowledge of the Trust's values.

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