Senior Programme Administrator

4 weeks ago

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

Job summary

The purpose of this role is to provide comprehensive and confidential administration support to the Thames Valley AAA Screening Programme, ensuring administration activities are executed to the highest standards and the office provides a first class clinic and appointment service. To ensure efficient service delivery with the purpose of offering screening to all eligible cohort in the Thames Valley in line with the National Quality Standards. As such you will work closely with colleagues in the Screening Administration Team and Screening technicians as well as liase with Healthcare Professionals, administrative and secretarial staff both within the organisation as well as patients, relatives and GP Practice Staff. The post plays a supporting role to the AAA screening programme and ensures that members of the public are informed of the benefits of the programme.

Main duties of the job

Arranging appointments and referrals for the screening programme Organise clinics Monitor programme performance and manage failsafe trackers Manage programme invoices and purchases Main point of contact for subjects, GPs, and vascular services Manage correspondence Liaise with programme manager, screeners and other administrator as needed

About us

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.

Job description

Job responsibilities

Planning & Organisation

Analyse annual cohort across the three counties to develop the annual screening schedule and manage clinic frequencies according to patient numbers remaining to be screened. Work with local managers to increase/decrease clinic frequency and arrange ad hoc clinics according to programme needs in order to ensure all cohort patients are seen with the screening year. Keep Programme Manager informed of progress/issues. Organise clinic schedules for screening and monitor staffing levels to ensure coverage with support from Screening Technician Team Leader and Programme Manager to ensure capacity. Co-ordination of Nurse Assessment clinics ensuring each county has coverage each month and that appropriate venues are arranged taking into account nursing staff availability. Provide a comprehensive service for arranging appointments for the screening programme without supervision. Re-arrange appointments for patients when needed either by the screening programme or subjects. Be responsible for optimal utilisation of screening clinics and staff time. Check patient and participant lists and data for accuracy, and contact GPs to resolve anomalies if required. There may be a requirement to send abnormal ultrasound results to the consultant radiologist for reporting on a regular basis, and check that any outstanding reports are returned within a reasonable period, notifying the Manager when delays arise. Circulate result letters to the appropriate GPs, alerting them to abnormal measurements and to patients who failed to attend appointments. File results and copy correspondence appropriately in patients records. Maintain an accurate filing system. Organise and monitor staff rotas and clinics for screening and Vascular Nurse Practitioner clinics, in association with the Screening Technician Lead Leader and Programme Manager. Check current availability, book venues, and rearrange staff rotas accordingly. This includes Prison clinics and all associated security arrangements for a Prison Clinic. Organise surveillance appointments and monitor aneurysm growth rates, including scheduling follow-up ultrasound appointments and vascular nurse practitioner clinics. Take responsibility for failsafe tracking of surveillance patients in line with national guidance. Highlighting to the Programme Manager, Clinic Lead and Vascular Nurse Practitioner where patients fall into the high growth rate and require clinical attention sooner than planned. Make patient referrals to the Vascular Lab for further medical imaging as needed resulting from non-visualisation decisions and QA comments. This includes updating patient details with their results. Make patient referrals to Vascular Surgery as needed. Maintain the screening programmes failsafe trackers to a high standard and alert Programme Manager to any concerns. Monitor the screening programmes email address and respond to any queries from patients or local screening locations/venues.

Operational Management

Physical Skills

The post holder will require a high level of skills and accuracy in tabulating, entering and manipulating data using spread sheets. They will require advanced keyboard skills to an RSA3 level.

Patient Care

There will be frequent regular contact with patients in respect of their appointments with the screening programme. The post holder will be required to deal directly with a variety of enquiries from patients regarding appointments admissions, cancellations, re-bookings, procedures etc. and keep records of any complaints. The post holder will be responsible for the surveillance patients to ensure they are on the right care pathway/frequency of surveillance. They will also be responsible for monitoring outcomes of these appointments (both scans and nurse assessments) and escalating when necessary to Programme Manager or Clinical Lead

Information and Analysis

Tabulate and input data onto databases and spread sheet systems for recording patient information, results, patient outcome and clinic activity for the screening programme and for audit and research purposes. These data systems are on-going and updated many times a day. Record any recent deaths and enter data on to appropriate printouts, spread sheets and databases. Use patient administration system for extracting patient information when required, and for locating and obtaining and tracking patient notes. Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients. Attend meetings as required. Take formal minutes of regular screening team meetings and quarterly Programme Board meetings. Circulate minutes appropriately and in a timely manner. Person Specification

Qualifications

Essential

Good general standard of education to include Maths and English Computer literate with knowledge of Microsoft applications

Desirable

Knowledge of NAAASP

Experience

Essential

Previous administrative experience

Desirable

Previous experience in a hospital setting

Personal skills

Essential

Good communication skills Able to work as part of a team

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