Job summary
- Main area
- Urology
- Grade
- Band 3
- Contract
- Secondment: 2 years (2 years)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 279-6635466-SEP24
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- Princess Royal Hospital
- Town
- haywards heath
- Salary
- £24,071 - £25,674 per annum pro rata
- Salary period
- Yearly
- Closing
- 05/01/2025 23:59
Employer heading
Faster Diagnosis Administrator
Band 3
ÌýAbout our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the , we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
ÌýOur hard-working, talented and dedicated people work together towards a common goal – to always put our .Ìý In fact our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourÌý for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.Ìý
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.Ìý
Ìý
Job overview
To work alongside and support the Urology FDS Navigator to manage a full and comprehensive administrative service for the FDS Urology Nurses, Urology Consultants and the Urology teams ensuring all work is prioritised according to the demands of the service.
The post holder will be working as part of a specific project team including Faster Diagnosis Project Manager, Faster Diagnosis Urology Nurses and Pathway Navigator.
The post holder will be responsible for the coordination of the administrative function of the pathway, including and not limited to, arranging investigations, booking appointments, Multi-Disciplinary Team (MDT) discussions, and keeping patients informed at all times.
Duties will include online diary management, booking of patient’s clinics and outcomes on to the hospital system, formatting and sending out confidential clinical letters and liaising with patients in a professional manner. You will become an expert user of our patient database and the staff rostering system and other office databases.
Main duties of the job
1. Receiving referrals, once triaged on ERS and booking patients into correct patient system waiting list i.e. Careflow.
2. Booking telephone/virtual and face to face outpatient appointments. Request follow up appointments with Outpatient booking team. Discharge patients on Careflow and Database.
3. Obtain, track and return medical notes as required.
4. Ability to recognise different types of procedures and their importance and book accordingly in accordance with Department policy and schedule.
5. Dealing with Cancer Pathway referrals as per national and local guidelines, giving instructions and reassurance in sensitive manner.
6. Liaising with GP’s and referring Consultants in regard to their patients both verbally, and via email.
7. Dealing with challenging and stressful situations when contacting patients.
8. Utilise all modern IT tools available to provide the most efficient use of time and most effective service e.g. Cris, Oasis, Ice, Panda, Excel, Outlook, also be proficient in generating and using Trust Departmental databases.
9. Create and maintain a new patient database. Collate information from database regarding all patient referrals, procedures, outcomes and discharges.
10. Provide monthly data from database to CCG’s, Cancer Pathway team, Operational Director, and Cancer Information Manager.
Ìý
Ìý
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourÌý for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.Ìý
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.Ìý
Candidate Information PackÌý
https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Detailed job description and main responsibilities
To work alongside and support the Urology FDS Navigator to manage a full and comprehensive administrative service for the FDS Urology Nurses, Urology Consultants and the Urology teams ensuring all work is prioritised according to the demands of the service.
The post holder will be working as part of a specific project team including Faster Diagnosis Project Manager, Faster Diagnosis Urology Nurses and Pathway Navigator.
- Receiving referrals, once triaged on ERS and booking patients into correct patient system waiting list i.e. Careflow.Ìý
2. Booking telephone/virtual and face to face outpatient appointments. Request follow up appointments with Outpatient booking team. Discharge patients on Careflow and Database.
3. Obtain, track and return medical notes as required.
4. Ability to recognise different types of procedures and their importance and book accordingly in accordance with Department policy and schedule.
5. Dealing with Cancer Pathway referrals as per national and local guidelines, giving instructions and reassurance in sensitive manner.
6. Liaising with GP’s and referring Consultants in regard to their patients both verbally, and via email.
7. Dealing with challenging and stressful situations when contacting patients.
8. Utilise all modern IT tools available to provide the most efficient use of time and most effective service e.g. Cris, Oasis, Ice, Panda, Excel, Outlook, also be proficient in generating and using Trust Departmental databases
9. Create and maintain a new patient database. Collate information from database regarding all patient referrals, procedures, outcomes and discharges.
10. Provide monthly data from database to CCG’s, Cancer Pathway team, Operational Director, and Cancer Information Manager.
11. Provide assistance to other team members within the service.
12. Using tact diplomacy, reassurance, and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
13. Assist other members of the team in times of absence.
14. To manage and update the staff rostering system ensuring annual leave, sickness and training is accurately recorded.
15. Generating database and collating all data of the Urology Cancer Service for analysis by internal and external parties.
16. Manage diaries and arrange meetings and appointments using appropriate electronic systems.
17. Engage in collaborate problem solving with co-workers and staff and other outside agencies.
18. Ensure that the department runs smoothly and efficiently to meet internal and government targets.
19. Manage work without supervision, seeking advice where necessary, and act independently within appropriate guidelines.
20.Supporting and deputising for the Urology FDS Navigator when there is leave/sicknessÌý
Communication
Ìý
1. To work closely with the Urology Project Team and their multidisciplinary team maintaining a high standard of personal behaviour ensuring effective communication.
2. Provide telephone advice and triage where appropriate, providing advice and guidance, seeking support as required from specialist nurses and to document and communicate outcomes.
3. Communicate with patients and their families in a caring and empathetic manner
4. Develop good working relationships between other departments and healthcare professionals within the Urology team and wider trust ensuring collaborative working and good team spirit
5. Demonstrate the ability to reflect on own communication skills and modify behaviour and practice accordingly
Person specification
Essential criteria
Essential criteria
- 5 GCSEs (A-C) or equivalent, including English and Maths.
- Demonstrated knowledge and awareness of Booking / Appointment procedures and systems
- Good level of literacy and numerical skills to read and record patient details and a range of information.
- Knowledge and awareness of confidentiality issues relating to the Data Protection Act and Computer Misuse Act.
- Able to interact with tact and diplomacy with patients and staff at all levels
- Able to communicate complex information where there are barriers to understanding, because of cultural, physical or special educational needs
- Analytical and Judgemental Able to assess facts to make judgements regarding telephone enquiries from the public or other departments
- Use own judgement to independently assess enquiries as the first point of contact, considering a range of facts and situations
- Able to work unsupervised
- Information and Communication Competent in a range of packages, including MS Word and MS Excel, and willing to learn Technology new packages and advance current skills
Desirable criteria
- Educated to at least NVQ Level 3 or equivalent level of competency
- Keyboard skills to RSA Level 3 or equivalent
- Experience of working in a hospital booking team
- Experience of working in a hospital environment
- Working Conditions Long periods of sitting at a computer and using a VDU
- Able to contribute to team performance, be considerate towards others and flexible to meet the needs of the role
- Able to exercise discretion to ensure that patient confidentiality is maintained at all times
Equality, Diversity, and Inclusion
Essential criteria
- Evidence of having championed diversity in previous roles
- Evidence of having undertaken own development to improve understanding of equalities issues
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- jennifer finn
- Job title
- Patient Access Manager
- Email address
- [email protected]
- Telephone number
- 07919135315
- Additional information
Please contact Jennifer Finn for any queries.
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