Clinic Administrator inManchester inManchester PUBLISHED 11 JUN 2024

Detailed job description and main responsibilities



DUTIES AND RESPONSIBILITIES


Ø Ensure that all new referrals are registered within 24 hours of receipt and scanned onto the Patient Administration System (CareFlow) and CWP.

Ø Ensure accurate input of patient details when updating information databases and Patient Administration System (CareFlow), including routine use of the case note tracking system.

Ø Work closely with clinicians to manage clinic templates including amending appointment slots, cancelling, reducing, or adding new streams and adding ad hoc or new clinics onto the Patient Administration System (CareFlow).

Ø Liaise with referring Trusts regarding any outstanding patient reports as per Minimum Data Set (MDS) requirements.

Ø Undertake general administrative duties e.g., collating and disseminating incoming and outgoing correspondence, filing paperwork, to contribute to the effective operation of the team.

Ø Support the Support Managers and Deputy Service Manager to identify patients waiting longer than the accepted timescales as outlined in policies and take action to rectify. The post holder must prioritise clinical need over waiting times e.g., referrals requiring an urgent appointment.

Ø Take action in line with escalation procedures to ensure management are aware of any service issues or risks and concerns raised by a service user. Ensure that issues with capacity or the delivery of waiting time targets are escalated immediately to the Deputy Service Manager in line with procedures.

Ø Ensure that additional clinics or changes to appointments are communicated immediately to all relevant staff within the team and the service concerned.

Ø To ensure that any issues or risks in delivery of waiting time targets or managing processes in line with policies or relevant procedures are escalated immediately to the Deputy Service Manager.

Ø Co-ordinate with other Clinic Administrators when demand varies ensuring a 'one team' approach for the benefit of the patient experience and quality of service provided.

Ø Meet with Clinic Supervisors and Support Managers on a regular basis to ensure capacity issues are escalated and actions clearly recorded to monitor progress.

Ø Communicate with service users (patients/relatives) via telephone in an empathetic and professional manner, using tact and diplomacy. Acknowledge potential barriers to communication e.g., language difficulties, disabilities and modify style of communication appropriately.

Ø Communicate effectively with all members of staff and external stakeholders, ensuring that a professional manner is always maintained.

Ø Undertake all duties allocated by the Clinic Supervisor as appropriate to the role e.g., creation and booking of adhoc clinics, registering referrals, appointment bookings.

Ø Work autonomously and as part of a team, to organise own workload and prioritise urgent matters.

Ø Good knowledge of Health Records systems and CareFlow.

Ø Maintain a good understanding of RTT and Cancer Standards and contribute to the compliance of all patient pathway targets.

Ø Work within all Trust policies appropriate to the role.

Ø Participate in rotational requirements to support the needs of the service, putting patient services before personal preferences. Provide cover during periods of annual leave and sickness for other administrative staff.

Ø Contribute to the training of new members of staff through sharing of knowledge and experience within a given area as required.

Ø Undertake any other duties as and when required.

Ø Demonstrate the agreed set of values and accountable for own attitude and behaviour.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification as the demand of the service dictates.


Person specification



Qualifications



Essential criteria

• Secondary-level education GCSE Maths and English at C-grade or above, or equivalent
• RSA Stage II or equivalent experience

Desirable criteria

• Evidence of further development
• European Computer Driving License or equivalent

Experience



Essential criteria

• Previous clerical and/or secretarial experience
• Experience of working with IT packages to include Word & Excel
• Evidence of working autonomously and as part of a team
• Confidence in dealing with professional groups
• Evidence of handling difficult circumstances e.g. customer complaints
• Knowledge of NHS administrative procedures

Desirable criteria

• Previous administrative and clerical experience in a hospital environment
• Experience of hospital administration systems

Skills



Essential criteria

• Excellent written and verbal communication skills
• Ability to identify barriers to communication and adapt style/method accordingly
• Basic keyboard skills and IT literate
• Ability to prioritise workload
• Excellent interpersonal skills and telephone manner
• Ability to work unsupervised or as part of a team

Knowledge



Essential criteria

• Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers
• Understanding of the importance of data protection and confidentiality
• Awareness of the NHS access targets and associated policies

Desirable criteria

• Basic knowledge of NHS terminology
• Knowledge of multiple service areas e.g. outpatient clinic areas

Values



Essential criteria

• Achievement and recognition.
• Learning and development.
• Healthy workplace.
• Communication and engagement.
• Proud of The Christie.

Other



Essential criteria

• Attention to detail and accuracy
• Ability to work under pressure
• Ability to follow standard operating procedures or policies
• Adaptable to change and flexible in approach to new procedures or working practices
• Willingness to learn

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.


Employer certification / accreditation badges



Applicant requirements


The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.


Documents to download

• JD & PS (PDF, 688.3KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Trust Membership - Christie Talent (PDF, 23.0KB)
• Travel to The Christie (PDF, 3.8MB)