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University Hospitals of Derby and Burton NHS Foundation Trust logo
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Pathway Support (Med Sec/Waiting List)

Band 2

Main area
Specialist Outpatient Department
Grade
Band 2
Contract
Permanent: Various hours available
Hours
  • Full time
  • Part time
25.5 hours per week
Job ref
320-CDCS-1164
Site
Royal Derby Hospital
Town
Derby
Salary
£18,005 - £19,337 pro rata pa
Salary period
Yearly
Closing
17/06/2021 23:59
Interview date
01/07/2021

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

With over 13,000 members of staff you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services.  The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds.  All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for; 

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services.  The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for; 

Job overview

1 x Permanent 25.5 hrs 

1 x Fixed Term Contract 37.5 hrs

1 x Fixed Term Contract 36 hrs

The Cancer Business Unit is looking to appoint an enthusiastic, organised and flexible individual to work across all areas of our Business Unit.  

You will be part of an Administration Team that can cover the Secretarial Team; providing an efficient and professional Medical Secretarial Service, within a growing department of Consultants, Registrars Specialty Doctors and Clinical Nurse Specialists.  Within our Outpatients Department; working together as a team to prepare clinical correspondence for outpatient appointments, dealing with patient’s queries face to face or via telephone as well as the day to day outpatient administrative duties to ensure patients’ needs are met.

This role will be based in the Combined Day Unit; arriving patients to the department, taking telephone calls, being the point of contact on reception managing & prepping notes and managing the consultant diaries.

Main duties of the job

Responsibilities of this role cover a wide range of administrative duties such as typing clinical correspondence, clinic preparation, appointment scheduling, and waiting list management, maintaining accurate patient case notes, diary management and dealing with a wide range of telephone queries therefore a flexible approach to workload is required.

 

Working for our organisation

Key facts about our Trust:

  • Every day our hospitals see more than 4,000 outpatients
  • We see more Trauma & Orthopaedic outpatients than any other Trust – over 3,300 per week
  • An average 860 patients are seen in A&E every day – the 6th largest in the country
  • Our hospitals admit more than 220 emergency patients every day
  • We carry out more planned surgical operations than any other Trust in England with almost 50,000 operations taking place in our 52 operating theatres
  • We are one of only 5 Trusts nationally with more than 50 operating theatres
  • We carry out more than 300 elective procedures each working day
  • We employ 12,000 staff across our 5 hospital sites
  • We have a Director of Allied Health Professionals who is committed to provide leadership, progression and direction to AHPs

Closing date of applications: 17 June 2021

Interview date: 1 July 2021

Detailed job description and main responsibilities

Key Result Area / Deliverables / Key Activities

  • Transcribe from audio and dispatch clinical correspondence within the quality standards and time limits as specified.
  • To ensure all relevant patient information (e.g. notes or referral letters, X-rays, CT scans and histology reports/specimens) for outpatient appointments is available to the clinical team including results and appropriate patient correspondence.
  • Provide an effective first point of contact telephone service using verbal and written communication to liaise with patients, relatives, staff, wards/units, directorates and external agencies/people to support the delivery of an efficient patient service.
  • Deal with queries in a timely manner via the telephone or face to face, escalate as appropriate.
  • Contact patients to offer them an appointment – outpatient/treatment in line with the Trust Patient access policy.
  • To ensure clinic utilisation by focusing on last minute cancellations.
  • To escalate issues with pending results that may affect an outpatient appointment.
  • Effective liaison with the relevant Consultant, Medical Secretaries and departments within the hospital and with patients and other health care providers associated with the Consultant, his/her team to ensure a prompt and effective communication system.
  • Provides overall case note preparation, maintenance and accurate filing.
  • Complete administration tasks, ensuring continuity of service is maintained – include undertaking filing, photocopying, emails and fault reporting. To provide general clerical support as and when required in support of the delivery of the service and to undertake other duties as requested.
  • An understanding of the waiting list targets, turnaround times and a knowledge of the Trust Patient Access Policy and an agreement to adhered to these policies according to National Trust Guidelines.
  • You must be a confident communicator with the ability to liaise with staff at all levels, including peers, Nurses, Consultants and Management. You will also need to demonstrate good customer service skills as interaction with patients and relatives will be a daily occurrence and may require a sensitive approach.
  • Essential qualities include strong organisational and time management skills with the ability to multi-task and work under pressure.
  • Flexibility is essential as the post holder will be required to cross cover in different areas of the department in order to meet the service needs.
  • Knowledge of the 18 week referral to treatment policy and standards would also be advantageous.

Person specification

Good written communication

Essential criteria
  • Good written communication on application form

Customer service experience

Essential criteria
  • Demonstrate customer service experience

Admin office experience

Essential criteria
  • Demonstrates office experience

IT literacy

Essential criteria
  • Experience of using IT systems and/or data input

Organisational skills

Essential criteria
  • Demonstrates experience of organising

Telephone skills

Essential criteria
  • Undertaken a role with telephone contact
Armed Forces CovenantNo smoking policyMindful employer.  Being positive about mental health.Disability confident employerArmed Forces Covenant (Silver Award)Step into health

Applicant requirements

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here. It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here. Not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, check if you’re eligible to apply for the Health and Care Worker visa instead. It’s cheaper to apply for and you do not need to pay the annual immigration health surcharge

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

Apply online now

Further details / informal visits contact

Name
Claire Innes
Job title
Pathway Team Leader
Email address
claire.innes1@nhs.net
Telephone number
01332 783109

If you have problems applying, contact

Address
Recruitment Team, Workforce Management
Training Centre
Rehab Block, Level 3
Royal Derby Hospital
Derby
Derbyshire
DE22 3NE
Telephone
01332 786187 / 07385 367224