Deputy Secretarial Office Manager

4 weeks ago

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

Job summary

An exciting opportunity has arisen to join our busy Breast Unit as our Deputy Secretarial Office Manager, providing Maternity Cover for a period of twelve months (secondment or fixed-term).

Knowledge of both National Cancer and 18 Week Patient Pathway Targets is essential for this role. The role will include the use of Patient Administration and Cancer software packages to capture and monitor data.

If you are seeking a challenge and possess the skills required, for this post to cover Maternity leave for a year, this could be the opportunity for you.

****Please note we are not eligible to sponsor for this post****

Main duties of the job

You must be able to multitask, remain calm under pressure, prioritise and troubleshoot within in a busy fast pace environment. Flexibility, reliability, adaptability and working well as part of a team are key for the role.

You will need fast, accurate keyboard skills, ability to communicate effectively at all levels, together with previous experience of customer care and the ability to deal with sensitive and confidential information.

Working alongside a busy team of Secretarial, Clinical, and Cancer Services staff this is a very valuable and rewarding role. You will be need to provide a variety of secretarial/administrative tasks with the aim to provide the best patient experience.

Supporting the Breast Services Admin Manager, you will be required to provide supervision, rota planning, recruitment, and conduct regular 1-1s and appraisals, to enable the smooth running of the Secretarial Office.

Tracking cancer and non-cancer pathways to ensure that cancer waiting times and referral to treatment times are achieved.

Close working with the Cancer Services Team, sourcing and inputting clinical data to meet the requirements of the National Cancer Outcomes, Services Dataset and Referral To Treatment 18 week pathways.

To be responsible for overseeing the day to day supervision of the Secretarial Team providing daily task allocation and support.

About us

We are dedicated to fostering diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, with a particular emphasis on encouraging those from disabled, Black, Asian and Minority Ethnic (BAME) communities, as well as candidates from our local area.

As part of our commitment to supporting our employees we offer a range of benefits including:

Generous annual leave entitlement starting at 27 days and increasing to 29 days after five years of service and 33 days after 10 years of service, in addition to the national Bank Holidays (pro-rata for part time staff); Membership of the NHS Pension Scheme: Flexible working opportunities; Enhanced hourly rates for unsociable hours night shifts, weekends, bank holidays; Opportunities for career development and training to help you progress in your role; Wellbeing support and activities to promote a healthy work environment; Access to our in-house physiotherapy service; On-site canteens offering subsidised meals; Subsidised staff parking (currently free); Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

We strive to create a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles. Join us and become part of a team dedicated to making a positive difference in our community.

Job description

Job responsibilities

To track and monitor individual patients on the Patient Tracking List (PTL) to adhere to national cancer waiting time standards, 62-day, 31 day and 28-day targets. To track all suspected cancer referrals to ensure that Cancer Waiting Time Targets are being achieved.

To document breach reasons, running off daily and weekly CWT reports to ensure reasons have been entered by the Secretarial Team and Outpatient Booking Team.

To recognise potential delays in diagnostic testing and treatments which could lead to breaches in cancer waiting time standards. To address delays where possible and take effective actions with the relevant departments to bring forward investigations. To identify situations where delays could be avoided by ensuring patients are actively tracked regularly.

To escalate delays/risk of breaches to the Cancer Services Team/ appropriate healthcare professions and management.

Updating Somerset Cancer Register and E-track with accurate and clear information. Document any delays/changes that might cause delay or be relevant for identifying interruption to patient care.

Monitor Breast Services referrals for suspected cancer ensuring all suspected cancer patient pathways are entered onto Somerset and tracked in accordance with Cancer Waiting Times standards and internal Targets.

Attend and participate in relevant meetings with the Cancer Services Manager/team to update/highlight any potential issues or delays in diagnostic testing/treatment.

Work with Cancer Services & Breast Service Management to identify and support service improvements to patient pathways.

To validate patient pathways on 18 weeks referral to treatment (RTT).

Undertake regular 1-1s with junior members of the Secretarial Team and conduct their Appraisals.

Oversee the secretarial teams daily work allocation to ensure service needs of the office are met.

To provide training to new members of staff for own area of expertise.

Responsible for Chairing and minute-taking of monthly Secretarial Team Meetings in rotation with the Breast Administration Manager.

Responsible with the Breast Services Administration Manager for recruitment within the secretarial team.

Person Specification

Qualifications

Essential

Educated to diploma Level NVQ Level 3 Admin Qualification or equivalent experience

Desirable

Educated to degree Level

Experience

Essential

Secretarial/administrative experience Experience working with general public/professionals Demonstrate and understand patient care/ability to work with sensitive information MS office, Word, Excel and Outlook Experience of working in the NHS and understanding National Targets

Desirable

Supervisory/Line Management experience Experience of using Trust systems PAS, E-TRACK, Somerset Cancer Registry Confident in minute taking

Knowledge

Essential

Knowledge of medical terminology especially relating to cancer/breast services Knowledge of tumour site specific cancer pathways Knowledge of National Cancer Waiting Time Standards Knowledge and application of Cancer Waiting Times Standards guidelines to meeting national targets Knowledge of 18 week pathways and Referral to Treatment guidelines Knowledge of medical terminology especially relating to cancer/breast services

Key Skills

Essential

Excellent communication skills, listening, written and verbal Good Organisation and planning skills Excellent prioritisation skills and ability to work to tight deadlines Skilled and sensitive communicator, confident in dealing with staff, patients and service management Ability to effectively organise own workload and that of others with minimum supervision Ability to achieve goals with deadlines Ability to work autonomously as well as with a team Ability to make decisions under pressure Ability to work sensitively to maintain high levels of confidentiality

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