Gynaecology Administrator in Holloway

The Gynaecology Collaborative, as part of the IGPF, was launched on 1st October 2020. It is a collaboration of multiple providers joining up primary, secondary and community care. The aim of this service is:

• To provide a robust single point of access for gynaecology referrals
• To ensure the patient is seen by the right clinician with the right skills in the right environment through effective triage
• To support management of adult gynaecological conditions in a non-acute setting
• To ensure there is access to diagnostics to enable effective management
• To improve the patient journey through the development of safe and effective integrated care pathways between primary, community and secondary care services
• To enable consistent standards in the management of gynaecological conditions and improve health outcomes
• Develop and provide a feedback mechanism to improve the skills and knowledge of referring clinicians and so increase the proportion of patients managed in primary care

Main duties of the job include:

• Monitor referral inboxes and process incoming referrals in a timely and accurate manner.
• Manage referrals received from GPs via electronic portals, ensuring accurate triage and appropriate allocation.
• Answer phone calls, check voicemails, respond to emails, and manage other forms of communication promptly and professionally.
• Manage clinic rotas using EMIS Web, including booking patient appointments, cancelling appointments and responding to patient queries appropriately.
• Action follow-up instructions based on clinician notes, such as generating discharge letters, making secondary care referrals, booking follow-up appointments, and chasing investigation results.
• Take minutes at Team Meetings and provide clerical support to Federation staff as required.
• Undertake a wide range of administrative duties, ensuring information is accurately managed, filed, and followed up accordingly.
• Operate and maintain a working knowledge of all office-based software and equipment, including EMIS Web, Microsoft Office, photocopiers, and scanners.
• Maintain accurate and up-to-date patient records and ensure data is input correctly onto clinical systems.
• Support the preparation of reports, spreadsheets, and service data as requested by management.
• Manage outgoing post.
• Liaise with GPs, hospital teams, community services, and patients to ensure seamless service delivery.
• Support new staff with onboarding processes and basic admin induction.
• Ensure adherence to information governance, confidentiality, and data protection guidelines at all times.
• Escalate urgent clinical queries or service concerns to appropriate team members as needed, using good judgment and initiative.
• Demonstrate flexibility by working from different service sites as instructed by the line manager to meet operational needs.
• Act as a chaperone when required when working on site.
• Work safely at all times in accordance with legislative requirements and Federation policies and procedures.

This job description is not exhaustive, and the post holder may be required to carry out other duties as reasonably requested by the line manager, in line with the scope and responsibilities of the role.

Communication:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers, recognising their needs for alternative methods of communication.

Personal and people development:

• Take responsibility for own developmental learning and performance, including participating in supervision.
• Take responsibility for maintaining a record of own personal development.
• Work with management on any new training requirements.
• Recognise and understand the roles and responsibilities of individuals working in the Community Gynaecology service.
• Be aware of statutory legislation relevant to the service and the role of a basic Chaperone/ HCA.

Health, safety and security:

• Use the personal security systems within the workplace according to practice guidelines.
• Identify the risks involved in work activities and undertake them in a way that manages the risks.
• Use appropriate infection control procedures and maintain work areas in each clinical room so that they are clean, safe and free from hazards reporting of any potential risks identified.
• Ensure safe storage, rotation and disposal of vaccines and drugs within area of responsibility.
• Know the general principles of first aid and resuscitation to be able to undertake initial actions as appropriate.
• Be aware of statutory child health procedures and statutory local guidance and referral criteria.
• Be up to date with adult and child safeguarding processes and highlight any area of concerns to the appropriate clinicians and/or managers.
• Know the health and safety policies and procedures within the workplace, including fire procedures, maintaining documentation, monitoring and maintaining of equipment and furniture within your area of responsibility.
• Use the computer monitor safely and in line with patient confidentiality protocols.
• Be able to identify the risks to health of microbiological and chemical hazards within the working environment according to the Control of Substances Hazardous to Health.

Service improvement:

• Be aware of and, if appropriate, assist in current clinical audit.
• Work with colleagues in the team on the development of current and new services and other initiatives.
• Deal with requests from patients and clinical staff for health information leaflets.

Quality:

• Alert other team members to issues of quality and risk in the care of patients.
• Ensure own actions are consistent with clinical governance systems.
• Practice in accordance with agreed standards of care.
• Enable patients to access appropriate professionals in the team.
• Ensure patients understand how to complain.
• Ensure stock items under your control are ordered and available in the treatment and consulting rooms.
• Know how clinical governance affects the HCA role and bring to the attention of more senior staff any specific risk situation.
• Know the organisations policies, especially the whistle-blowing policy, available in the practice staff handbook.
• Be able to manage your own time effectively.

Equality and diversity:

• Act in ways that recognise the importance of people's rights, interpreting them in a way that is consistent with procedures.

Person Specification:

• Experience in GP Practice or Outpatient Reception.
• Good General Education.
• Qualified to NVQ level 3.
• An understanding, acceptance and adherence to the need for strict confidentiality.
• Able to work on own initiative.
• Able to work under pressure and remain calm.
• Flexible and adaptable.
• Aware of own limitations.
• Ability to provide quality care.
• Good interpersonal and communication skills.
• Good organisational skills.
• Good teamwork skills.
• Ability to work independently following verbal or written instructions.
• Adaptable to change.
• Basic IT Skills.
• Knowledge of EMIS and Docmail clinical systems.
• Basic first aid knowledge.
• Health and safety awareness.
• Chaperone Training Certificate or experience.