Admin Team Leader

1 month ago

Manchester, United Kingdom The Christie NHS FT Full time

Job summary

The Integrated Procedures Unit (IPU) has an exciting opportunity for an organised, experienced and motivated administration coordinator to become the admin team leader on IPU/DOSA.

The IPU delivers a comprehensive range of day case procedures to oncology patients. Our services include the procedures team, endoscopy, interventional radiology, local anaesthetic operating theatre, Day of Surgery Admissions unit (DOSA), recovery bays, dressings clinic and an outpatient clinic.

This role is for hours per week, Monday to Friday. IPU is closed on weekends and Bank Holidays, so this is a great opportunity to achieve an excellent work-life balance whilst joining a dynamic, fast-paced service.

Main duties of the job

SeeDetailed job description and main responsibilities

SeeDetailed job description and main responsibilities

About us

The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Scheduling & Coordinator

Schedule all referrals appropriately and according to waiting time requirements and liaise with the clinical staff regarding vetting of the booking. Using knowledge of booking procedures, allocate procedures to the appropriate staff/Consultants. Arrange patient admission to IPU. Communicate with patients regarding their procedure. Provide advice and guidance to patients and their relates regarding appointments, procedures, information leaflets and preparation for their examination/procedure. Provide in-patient wards with the relevant pre procedure documentation. Ensure patients have been prepared properly before procedures (fasting, blood results acceptable and documentation completed) and liaise with inpatient wards. Communicate with multiple team members and departments to ensure an efficient patient pathway. Escalate queries to appropriate lead. Plan and prioritise own workload. Schedule waiting list and admissions onto Careflow. Utilise Cris system to manage patient procedural appointments and attendance. Undertake line management responsibilities for Band 2 and Band 3 admin staff members under the supervision and guidance of the Unit Manager. Produce weekly admin rota to ensure all services within IPU have appropriate admin support. Participate in staff meetings as required and put forward proposals that may enhance quality of care and service provision. Assist with the induction of new staff and act as a mentor, supporting and teaching other members of trained and untrained staff as required. Support audits as directed by the Service Manager or Clinical leads.

Reception

Welcome patients and visitors to the Unit, providing reassurance, support and comprehensive advice as required. Manage general enquiries from patients, relatives, outside agencies and other staff members. Liaise with other departments and hospitals as required Maintain patient confidentiality at all times. Record patient attendance on Careflow, Cris or Theatreman systems in an accurate and timely manner. Update the hospital case note tracking system, ensuring the accuracy of data entry. Maintain oversight of the Surgical Dressings Clinic and Out-Patients Clinic, ensuring efficiency of the patient experience.

Personal

Maintain a high standard of personal work while acting as a member of a team. Be familiar with and observe the local rules of the department, Safety at Work and COSHH regulations. Be familiar and adhere to Standard Operating Procedures (SOP) and departmental protocols. Demonstrate a pleasant and approachable manner and help create and promote a good working relationship. Show professional and courteous manner when answering the telephone and other enquires. Maintain confidentiality with regard to patient information both at work and outside of working hours. Adhere to all policies including sickness and absence, confidentiality, uniform and responsibilities under the Health and Safety at work act and be familiar with all risk assessments. Demonstrate respect for members of the team and endorse the departments philosophy of giving mutual support. Adhere to Trust uniform policy.

Professional Development

To be responsible for own personal development and for maintaining a personal development plan. To complete the IPU induction programme. Annually attend all mandatory study days as per Trust and unit guidance and ensure coplmiance with all essential training. Maintain Continuous Professional Development in line with Trust Policy. Further develop knowledge and skills relevant to the clinical area by undertaking appropriate training and courses of study. Person Specification

Qualifications

Essential

GCSE English Language and Mathematics or equivalent qualification Qualification at NVQ4 or Certificate of the institute of health record and information management ( HRIM, ECDL or equivalent knowledge and experience.

Desirable

Qualification in computing technology

Experience

Essential

Experience of working with people in a healthcare setting Experience in IT administration including data management. Experience in people management

Desirable

Customer care experience/training

Skills

Essential

Good written communication skills Good understanding and demonstrated use of Microsoft word and excel, Office and PowerPoint. Ability to manage a team. Ability to prioritise workload. Ability to deliver team teach training.

Desirable

Good understanding and demonstrated use of the full Microsoft office

Knowledge

Essential

Knowledge of patient administration systems and outpatient clinic systems, case note procedures and ward admission procedures. Knowledge of Human Resources policies and procedures

Desirable

Knowledge of medical terminology.

Other

Essential

Hardworking: ability to adapt to service requirements under pressure Tactful and diplomatic Ability to work flexibly. And unsupervised.

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