Peritoneal Administrator

Job summary

The post holder will work within organisational policies and departmental procedures, work is managed rather than supervised.

To provide an efficient and effective clerical and administrative function to support the management of patients through the Peritoneal pathway, and contribute to the Department achieving the Welsh Government RTT waiting time target.

Main duties of the job

To be a key member of the Peritoneal Multi-Disciplinary Team (MDT), co-ordinating services to support the delivery of specified outcomes and manage the outpatient waiting list in line with Welsh Government targets.

To co-ordinate the patient's journey working jointly with the Consultant Surgeon, Speciality Nurses and MDT coordinators, in line with departmental procedures.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

This post is fixed term/secondment until 31st July 2026 due to funding. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

About us

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.

Our mission is "Living Well, Caring Well, Working Together", and our vision is that every person's chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.

Job description

Job responsibilities

Be responsible for assisting the multi-disciplinary team to achieve an efficient service for patients on the Peritoneal Pathway. This will involve the post holder communicating complex and patient sensitive information to medical staff, dealing with appointment requests and liaise with appropriate clinical teams and support staff concerning the escalation and proactive booking of urgent and routine patients.

Manage the waiting list in line with Welsh Government RTT targets.

Be expected to overcome barriers to understanding when communicating with patients and their families eg. patients may be hard of hearing, English may not be the first language, there may be cultural differences or learning difficulties.

Have excellent organisational skills in managing patients referred from all Health Boards across Wales and be able to co-ordinate their own workload effectively.

Be proficient in using a range of IT systems including: WAP, WCP, PMS, Radis, , inputting data and information with accuracy and adhering to policies and procedures concerning confidentiality and safe storage of information.

Require advanced keyboard skills to undertake a range of typing duties eg. letters, reports, audit presentations, discharge and referral information.

Demonstrate a professional approach to work and establish effective fast track communication networks with all members of the multi-disciplinary team.

Work collaboratively with all members of the Peritoneal team, assisting in the provision of a seamless service, which is responsive to patients, carers and relatives needs.

Receptionist duties, including attending patients on PMS and recording clinic outcomes using COM II.

Utilise UHB computer systems and paper-based systems to arrange follow up appointments, re-book scans and co-ordinate inpatient admissions as directed by the Peritoneal team.

Develop and maintain close relationships with the Colorectal team to assist in identifying and resolving any pathway issues that may arise.

Assist the Peritoneal team with audits / research by gathering and collating information as requested.

Attend and contribute in meetings as required.

Provide empathy and support to the patients, carers and relatives during telephone and/or face to face contact, whilst signposting them to further services.

To deal with all internal & external calls appropriately, (from patients, GPs, other health care personnel) making and amending appointments as required in accordance with clinic rules, in an efficient and courteous manner by telephone.

Undertake follow up actions from multi-disciplinary meetings eg. sending letters, carrying out administrative duties when a patient requires urgent treatment.

Follow up, track results and act on results by bringing any urgent outcomes to the attention of the Peritoneal Team in a timely appropriate manner.

Contribute to the service sustaining achievement of waiting time targets

Work closely with the Service Manager to manage the monitoring, prediction of performance, reporting mechanism and data collection of the activity, capacity and demand for Peritoneal services.

Attend monthly/quarterly service meetings

Demonstrate an awareness of own limits of own practice and knowledge and when to seek appropriate support/advice.

Manage own workload.

Demonstrate self-directed learning, actively seeking role development opportunities to enhance own knowledge and role progression.

Ensure that all mandatory training is up to date.

Demonstrate own activities to new or less experienced staff.

Adhere to UHB policies and procedures relevant to the role.

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Person Specification

Qualifications and or Knowledge

Essential

Educated to NVQ Level 3 or possess equivalent skills, knowledge and experience OCR/RSA typing qualification or demonstrable equivalent skills and knowledge Knowledge and understanding of principles surrounding good data management, including legal responsibilities for data protection. Knowledge of UHB policies and procedures Knowledge of Caldicott guidelines and Patient Confidentiality

Desirable

Understanding and knowledge of WG RTT waiting Time Targets Knowledge of Peritoneal Malignancy

Experience

Desirable

Experience of working in a health care setting Experience in data management Proven ability to prioritise work effectively and to meet service needs and strict deadlines Experience of working in a constantly changing environment and willing to accept challenges Experience of working with multiple departments and professionals at all levels

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