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Junior Clinical Fellow

3 months ago

Blackburn, United Kingdom East Lancashire Hospitals NHS Trust Full time
Job overview

We are looking for an organised and experienced Administrator to join our Autism Spectrum Disorder (ASD) Team. This is a full time post for a fixed term period of 12 months to cover maternity leave.

The ASD Team is part of our Community Neurodevelopmental Paediatric (CNP) Directorate which sits in the Family Care Division. The post is based at Burnley General Hospital.

Main duties of the job

The post holder will work alongside the Community Neurodevelopmental Service (CNP) and partner agencies across East Lancashire and Blackburn with Darwen to provide a comprehensive administrative service. This includes a co-ordinating role within the Team and with other Client Groups to ensure provision of smooth and effective services. It will also include arranging appointments, distributing and completing paperwork within statutory timescales. You will also be required to manage waiting lists and liaise with different professionals whilst attending both clinical and admin meetings.

Working for our organisation

We provide Community and Neurodevelopmental services for children and young people across Blackburn with Darwen and East Lancashire (Hyndburn, Ribble Valley, Burnley, Pendle and Rossendale).

The service is delivered via an Integrated Clinical Team, Multidisciplinary Model with Medical Consultants, Allied Health Professionals (Clinical Psychology, Speech and Language Therapy, Physiotherapy) and Specialist Practitioners.

Detailed job description and main responsibilities
  • Manage and prioritise enquiries and queries from various client groups, both face to face and via the telephone, email and written correspondence
  • Open and prioritise general correspondence, post and email, ensuring that urgent matters are raised with the appropriate professional. Distribute all mail to relevant staff
  • Retrieve and prioritise correspondence received by e-mail or mail (which is often of a highly sensitive and confidential nature) to ensure that urgent correspondence receives prompt attention.
  • Monitor CNP email systems (for example ASD pathway, SCDP email systems ADHD referrals) and handle requests, coordinate the receipt and distribution of requests for various referrals & reports within our service ensuring time frames are met and breaches are accurately recorded and escalated.
  • Ensure that data is updated in a timely manner on the relevant recording systems to ensure waiting lists are maintained for children awaiting diagnostic assessment (for example referral and attendance at appointments for ASD assessment, IHA appointments, QB testing and SCD panel) to ensure current and accurate information is available for reporting
  • Transcription of handwritten or e-mail reports/correspondence, using word processing packages, for the CNP team; within a given timescale, which will include collating reports for referrals, reviews, assessments, clinics and other relevant correspondence.
  • Book appointments and rooms for health assessments and diagnostic assessments liaising with relevant Consultants and Practitioners as required to ensure timescales are met. Utilising Winscribe to send out relevant invites to child and family, parent/carer, social worker and relevant health professionals as required.
  • Collection and distribution of completed paperwork to the relevant personal in a timely manner as required.
  • Receive, manage and prioritise telephone and personal enquires, complaints, messages and information from patients, relatives, General Practitioners, Consultants and other medical staff and external organisations on behalf of consultants and the clinical team. At all times be helpful, patient and sensitive with parents, carers and relations of the children
  • Deal with enquiries which may be of a sensitive nature, referring to medical staff or other Healthcare Professionals where appropriate. When responding to enquiries, ensure that relevant guidelines or protocols are followed.
  • Prepare and circulate agenda including any relevant reports or information for regular meetings. Take and produce and distribute minutes and any attachments as required.
  • Manage the availability of medical records utilising tracking systems and the filing of documentation. Ensure all reports are seen and signed by Clinician prior to filing in case- notes.
  • Establish and maintain efficient office systems, including filing systems and maintain a booking out and/or booking in system for case-notes.
  • Maintain confidentiality at all times, ensuring that information is only divulged to authorised sources and by appropriate means.
  • Input data into excel and patient administration system
Person specification Qualifications Essential criteria
  • GCSE English at Grade 4 or above or equivalent level of skill
  • RSA/OCR II Typewriting or RSA/OCR Audio Typewriting Stage I or equivalent experience
  • Computer literate (use of Microsoft packages including Word & Excel)
Desirable criteria
  • ECDL or equivalent IT qualification
Experience Essential criteria
  • 12 months admin or secretarial experience
Desirable criteria
  • Experience of booking and coordinating clinic capacity
Knowledge & Skills Essential criteria
  • Data entry experience
  • Good organisational skills
Desirable criteria
  • Knowledge of medical terminology
  • Experience using the hospital’s EPR (Cerner)