Band 3 - Neuroradiology Administrator - UCLH

University College London Hospitals NHS Foundation Trust (UCLH) are searching for a passionate band 3 Administrator to join their Neuroradiology team. UCLH is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas.

Department / Division: This post is based at the National Hospital for Neurology and Neurosurgery (NHNN) which is the largest division within the Specialist Hospitals Board of the University College Hospitals NHS Foundation Trust. The NHNN is an internationally renowned hospital for clinical practice and world‑class clinical research in neurosciences. It is also closely associated with the Institute of Neurology (ION). Together, the NHNN and ION are regarded as the premier neurosciences centre in the UK. In addition to Neurology and Neurosurgery, the NHNN provides comprehensive services in Neuro‑rehabilitation, Neuro‑critical care and Neuropsychiatry. The NHNN receives secondary, tertiary and quaternary referrals from across the UK and internationally.

Job Purpose: To work within the current Patient Booking Team responsible for providing an efficient and timely administration service to patients, service users, and the Neuroradiology department. Work to ensure patient appointments are booked within the required RTT pathways to support clinical care, provide a face‑face reception service to patients and service users.

Main Duties and Responsibilities:

• Communication: To communicate by phone, letter or in person with service users and Neuroradiology staff in a professional and courteous manner. To take messages of a clinical nature passing them on to the appropriate person in a timely and effective manner. To ensure patient confidentiality is maintained at all times.
• Quality: To enter data into the Radiology Information System ensuring quality of data at all times. To ensure appointments are communicated to patients and service users in a clear, professional and timely manner with an exacting attention to detail. To ensure appointments are made in compliance with targets set by the Trust and Department of Health & NHSE. To use Trust and departmental computer systems (EHRS) to aid in the performance of clerical tasks associated with the efficient, effective and smooth running of the appointments service. Ensure that incoming calls are answered within set KPI’s. To be neat and tidy at all times as befits a post having direct patient and staff contact in accordance with infection control guidelines within the Trust. To play an integral role in the data collection for the DNA audit in place within the department. To participate in the department audit program as required. Regularly responsible for giving on the job training to new/bank clerical staff and to support new radiographic and medical staff with basic training.
• Administration: To make appointments for CT scans, MRI scans, Doppler ultrasound and plain films, requests having been vetted by an appropriate member of the radiography/radiology team using the electronic modality diary. To reschedule cancelled appointments due to machine failure which leads to adjustments to other appointments to ensure all patients are scanned in a timely manner. This may include moving patients to different scanner or outsourcing to ensure patients receive prompt appointments. This will be a complex procedure involving liaising with radiographers, clinicians, other departments and other hospitals. To process DNAs and rebook appointments for all modalities. To record any relevant information on the RIS system following discussions with service users. To liaise with outside healthcare providers who provide the hospital with an imaging service to ensure appointments are in place, imaging and reports are returned and entered on to RIS/CDR/PACS. To book interpreters and transport where necessary. To produce appointment lists for CT, MR, Ultrasound and General X‑ray each day. To put images onto PACS ensuring the images are in the correct patient and examination folder in a timely manner. To put images into the PACS scheduler for MDT meetings. To burn images from PACS onto CDs in a timely manner. To ensure data protection policy is adhered to when handling sensitive data on CDs. To work in all areas within the office department on a rotational basis. These areas include reception, bookings desk (CT, US and X‑ray), bookings desk (MRI), and PACS. To ensure all relevant imaging has standard text reports attached to RIS/CDR entry. To ensure that external reports are attached to the correct entries on RIS using complex systems of work.
• Resources: To use Trust and departmental computer systems (RIS; PAS, CDR, PACS, EPR etc) to aid in the performance of clerical tasks associated with the Neuroradiology appointments service. To be fully conversant with the workings of all office equipment (ie fax and photocopier machine). To ensure office stock supply levels are maintained and inform the Admin Team Leader when office supplies need replenishing. To inform the Admin Team Leader or Superintendent Radiographer of faulty or broken equipment. To ensure that machine and other schedules are utilised efficiently.
• Planning: To ensure appointments are dispatched in a timely manner whilst ensuring compliance with standards set by the Trust and Department of Health. To organise the daily and weekly workload to ensure a consistent and efficient service is provided. To ensure transport and interpreters are booked in readiness for specific appointments times. To inform the clinical staff of any issues that may affect the patient’s appointment. To record in the appropriate place any issues that may affect the patient’s appointment.

Requirements: Educated to A level or equivalent or have substantial relevant experience. Basic computer skills, or ability to achieve this. Be able to demonstrate significant experience of using office equipment and office practice. Experience of working in a Healthcare environment. Must have experience in liaising with service users. Experience of working in the service industry. Must be able to use email, MS office, Word, Excel or equivalent. Ability to ‘sort’ alphabetically and numerically. Effective communication skills (verbal and written). Exacting attention to details. Ability to set up and maintain well organised systems of work. Ability to deal with staff at all levels of the organisation. Effective interpersonal skills. Ability to take and deliver messages in an accurate and timely manner. Keyboard skills. Effective communication and interpersonal skills within a multi‑disciplinary team. Ability to employ different forms of communication to meet the patient’s needs. An understanding of the importance of confidentiality. Ability to work as part of a team. Demonstrate enthusiasm and the ability to motivate others.

We are so grateful for the commitment and devotion of our Bank Staff, so are pleased to offer the following benefits: Flexible working hours, Weekly salary, Staffing Bank workers can contribute to their NHS pension, Priority of shifts over all agency workers, Competitive pay.

Apply now for this fantastic opportunity by uploading your CV, and a member of our recruitment team will be in touch.