MDT Administrative Officer (XN03) inLeeds inLeeds PUBLISHED 30 OCT 2024

Job summary

The Speciality and Integrated Medicine CSU are seeking to recruit a full time (37.5 hours) permanent, highly motivated and enthusiastic person. The successful candidate will work alongside the clinical team within a supportive and encouraging environment as part of the Endocrinology Team.

The post holder will be responsible for the provision of a full and effective administrative and clerical support service to a MDT. He/she will also be responsible for inputting data onto the PPM database system and producing reports as required. The post holder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department.

The opportunity for flexible working will be available whilst adhering to a flexible working approach.

Please note that interviews will be held on Friday 29th of November 2024.

Providing administrative support to the multi-disciplinary team including arranging, preparing, attending and actioning regular meetings.

Collecting relevant information to maintain databases for audit purposes.

Deal with communications and adhoc enquiries from service users and internal and external agencies.

To take on additional and changing duties commensurate with the grade as directed by the Assistant Patient Services Coordinator in response to demands made upon the Department.

About us

To provide a comprehensive and high-quality administrative service to support the multi-disciplinary teams (Consultants, their medical teams e.g. junior medical staff or specialist nursing staff as appropriate) in delivering high quality care to the patients of Leeds and beyond. This role will additionally make a key contribution in improving the patient experience by supporting Directorate teams with the movement of patients through their 18-week pathway or other national waiting time standards as appropriate.

3. JOB DIMENSIONS

The post-holder will:

Work as part of a team to ensure that all clinical correspondence is turned around in a timely manner to allow patients to move through their pathway without any delays.

Work with Consultants and their medical teams.

Manage their workload in line with departmental requirements.

Play a key role in ensuring that patients move systematically through their pathways by ensuring that the next steps are in the pipeline.

4. ORGANISATIONAL CHART

Business Manager

Assistant Business Manager

Assistant PSC

MDT Administrator, Medical Secretaries and Clerk/Typists.

5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Qualifications

Good standard of education.

Microsoft Word for Windows

Keyboard/data entry skills

Experience

Using a variety of Microsoft office packages including word, excel and PowerPoint (essential)

Using patient information systems such as PAS (essential) and PPM (desirable) or the ability to quickly develop this knowledge in a short time frame.

Prioritising and managing workload to meet deadlines (essential)

Dealing with internal and external enquiries originating from a variety of sources including but not limited to: staff in other Departments, patients, staff in GP surgeries (desirable)

Previous administrative experience (essential)

Previous administrative experience in a healthcare setting (desirable)

Skills & Knowledge

The candidate must demonstrate excellence and ability within the following areas:

Interpersonal and communication skills (essential)

Organisational skills and time management (essential)

Understanding of customer care principles (essential)

A broad understanding of medical terminology and its use within clinical correspondence (essential)

Ability to work as part of a team (essential)

Ability to communicate sensitively with a wide range of people including patients, using tact and diplomacy (essential)

Ability to deal with sensitive and often emotive information (essential)

Ability to deal with enquiries in an appropriate and supportive manner (essential)

Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information (essential).

A good understanding of relevant Trust standards and National Waiting Time Standards e.g. 18 week wait for patients (desirable).

Training will be offered as part of the role to ensure appointed candidates meet this requirement during the course of their employment.

6. THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

7. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)

Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.

WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition

8. CORE BEHAVIOURS AND SKILLS

The individual will be expected to work well as part of a team and should be patient focused, professional and flexible in their approach to work.

9. CORE KNOWLEDGE AND UNDERSTANDING

See Knowledge/Skills and Experience above

10. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Clinical Correspondence & Support to Clinical Services

Use a range of IT skills to support the clinical work of the consultant e.g. use of databases and spreadsheets to monitor test results for patients.

Support administrative process as deemed appropriate by the Assistant PSC.

To support the clinical teams in the delivery of excellent patient care by actively working with colleagues and other Departments to ensure that all patients registered within the service are proactively supported through their patient journey (This would include but is not limited to: ensuring that follow-up and/or discharge appointments have been made for patients when required escalating to the Assistant Patient Services Co-ordinator where appointments have been booked outside the requested timescales).

Any other general administrative duties associated with the consultant/clinical team outpatient and inpatient workload.

Answer phone calls and deal with enquiries relating to patients and clinical work from a variety of sources, directly resolving where possible or transferring to appropriate personnel.

Liaise with GPs, hospital staff and others on behalf of consultant in relation to clinical workload.

Maintain appropriate databases (both Trust and Departmental) to support with the delivery of the 18-week pathway or other waiting time standards as appropriate.

Assist in the coordination of test results, bringing these to the attention of the consultant and taking resulting action as required.

Maintaining an effective administration service

Together with colleagues to deputise for the other MDT Administrator in cases of absence to ensure Departmental standards are maintained

Create and maintain appropriate record systems relating to clinical workload e.g. tests and results spreadsheets

Access information systems to obtain clinical information as required by the medical teams including investigation results or other information e.g. from results server, PPM or WinDIP

Provide information to the Assistant PSC, as appropriate, relating to workload and work outstanding.

Provide cover for other team secretaries/clerical staff when on annual leave or sick leave.

Additional duties

Any other duties that from time to time may be deemed necessary by the Trust/Directorates that are commensurate to the role.

Health and Safety/Risk Management

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system.

Infection Control

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

Equality and Diversity

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

Patient and Public Involvement

The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.

Training and Personal Development Continuous Professional Development

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

Respect for Patient Confidentiality

The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.

11. COMMUNICATION & WORKING RELATIONSHIPS

The post holder will be expected to establish, maintain and respect good working relationships and communication with both internal and external organisations, institutions and individuals with whom they come into contact, including those associated with the specialty area and as appropriate within the role. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times.