Lung Cancer Admin Support

An exciting opportunity has arisen for a dedicated and enthusiastic individual to join the Lung Cancer Admin Team within Respiratory based at Chest Clinic, St Woolos Hospital.

Responsibilities

• Manage referrals and booking for both St Woolos and Nevill Hall Hospital lung cancer clinics.
• Assist with managing patient pathways, including referral input and outpatient appointment management.
• Action electronic referrals via CWS.
• Collate and input clinic outcomes.
• Prepare clinics, including documentation and organise equipment if required.
• Support consultants, nurses and secretaries with booking and administrative duties.
• Provide admin support for weekly cancer tracker and preparation of MDT.
• Be responsible for the timely and accurate input, maintenance and updating of confidential patient information on all relevant IT systems.
• Work independently, exercise initiative and judgment and be forward-thinking in anticipating and solving problems.
• Prioritise clinic filling to capacity and book patients well in advance using the relevant IT systems such as Myrddin.
• Answer and action telephone enquiries from GPs, other hospital departments, patients and relatives on behalf of the Respiratory service while maintaining patient confidentiality.
• Book urgent patients onto the next appropriate treatment list and liaise with the responsible clinician if this is not possible.
• Replace cancelled patients whenever possible to ensure full utilisation of clinics.
• Ensure all outcomes for patients attending outpatient clinics are recorded clearly and accurately within prescribed timescales and that appropriate follow-on action is taken promptly.
• Maintain data quality to the highest level despite the high volume of interruptions inherent in this department from phone calls and visiting staff.
• Use all codes provided fully and correctly to enable accurate analysis of information.
• Communicate regularly with medical and nursing staff in connection with booking of sessions.
• Communicate with patients in a sympathetic and tactful manner, negotiate dates for clinic attendance and pass on clinical details if required.
• Alert appropriate staff to lack of capacity, potential breaching patients or any issue affecting the timely care of patients so remedial action can be taken.
• Liaise with service managers, patients, medical and nursing staff, deal promptly with queries and concerns and bring relevant problems to the manager’s attention.
• Attend all meetings that keep you in touch with the organisation’s plans, schedule meetings and arrange regular contact with consultants and nurses.
• Remain up to date with current procedures in connection with CWS, Myrddin and any other IT system required.
• Be aware of and implement WG rules and regulations regarding RTT and administer these correctly.
• Responsible for demonstrating and explaining details of your role to new staff, support less experienced staff, train, monitor and distribute work to bank staff and floats when necessary.
• Maintain an up-to-date reference document detailing the requirements of clinical staff and service you support to ensure your role can be covered in your absence.
• Be responsible for the care of office equipment and report problems when they occur.
• Flexible and work as part of a team, providing cover within the Department whenever the need arises, which may require travelling.
• Participate in the KSF framework, develop a personal development plan and complete all statutory and mandatory training.
• Liaise with Health Records staff to get required notes scanned.
• Bring to senior staff any system or procedure change which might improve patient care, accuracy or efficiency of office procedures and assist in the implementation of any changes.
• Carry out any other appropriate duties as required by the service.

Benefits

• Flexible working and promote a healthy work life balance.
• Occupational health support and a Wellbeing Centre of Excellence plan.
• Extensive training and development opportunities, including paid mandatory training, in-house programmes and professional career pathways.
• Opportunity to start, grow and build your career within a multi-award-winning NHS organisation serving a population of 650,000 and employing over 16,000 staff.

Requirements

• Excellent organisational and administrative skills with an eye for detail and accuracy.
• Demonstrate initiative, exercise judgment and be forward-thinking in anticipating and solving problems.
• Speak Welsh desirable; Welsh and/or English speakers are equally welcome to apply.
• Ability to work independently, without direct supervision.
• Maintain data quality to the highest level and use all codes fully and correctly.
• Possess excellent communication skills, sympathetic and tactful manner when negotiating dates with patients.