Elective Care Hub Administrator - Whitehaven

Job overview

Provide administration support to the medical and nursing teams within the Elective Care Hub carrying out a number of roles and responsibilities. Acting as a communication point between the department and surgical specialities to support patient care.

• Maintain anaesthetic rotas for the elective care hub site, including ITU, maternity and on call.
• Provide first point of contact for patients, relatives, GPs, hospital staff and other professional bodies for written and telephone enquiries on behalf of the consultants and their team. Establish validity and priority of the contact, reducing the consultants / team’s administrative workload where possible.
• Liaise with Theatre Clinical Leads and Day Case team as appropriate to review scheduled and booked lists, to ensure they are in line with booking standard operating procedures and mitigate any concerns ahead of the scheduled date..
• Input information onto theatre system promptly to ensure theatre is allocated, prepared and finalised for correct procedure. Produce and distribute theatre lists and arrange for all other associated aspects of the procedure.
• Working with the administration manager/rota coordinator and College Tutor to ensure that the Doctors in Training rotas are compiled in accordance to their training needs, covering gaps as and when required.

• Provide administrational service for Consultants/Doctors in Training/Specialty Doctors, Service Manager and Deputy Service Manager as and when required
• Open and action consultant’s correspondence and respond accordingly.
• Manage telephone enquiries and enquiries in a professional and appropriate manner.
• Manage and prioritise workload. Set out priorities without direct supervision whilst working to deadlines.
• Request to expedite any urgent investigation. Ensure all results are checked by appropriate clinician. Inform consultants without delay of all tests/reports marked or notified as urgent.
• Follow filing guidance check list to ensure appropriate filing of Trust documentation.
• Deal with case notes appropriately, sending them to the correct department when required, ensuring they reach clinics and wards on time.
• Act upon medical record runners lists as priority.
• Organise meetings both on and off site, providing administration as and when required as well as organising catering/refreshments
• Take and type up minutes of meetings (on and off site when required) using the correct template, producing an action plan and ensuring minutes are circulated in a timely manner
• Order stock for stationery, photocopying and other office supplies ensuring appropriate stock levels at all times
• Managing the filing system for the department

Working for our organisation

At NCIC, we have an ambition to deliver outstanding healthcare services to the population of North Cumbria. The Trust is committed to creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout our county.

Our 5 key principles demonstrate our belief in the delivery of ‘safe, high quality care every time':

• Being a clinically led organisation
• Quality and safety at the heart of our Trust
• A positive patient experience every time
• A great place to work
• Managing our money well

As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.

Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. All staff are expected to support sustainability.

Detailed job description and main responsibilities

Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.

Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment. Any applicants who do not meet the eligibility criteria will not be progressed.

If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.

• Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
• If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.

Important Information

Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.

For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:

• Junk Mail is checked regularly

Disclosure and Barring Service:

On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.

The changes mean that:

• youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
• the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.

If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.

Nacro – Tel: 0300 123 1999, or email: [email protected]

Unlock – Tel: 01634 247350, email [email protected] or complete the online form on the Unlock website

Please note the cost of the DBS check is increasing from 2^nd December and the new cost will be

Standard DBS check £21.50, Enhanced DBS check £49.50 + any admin costs.

The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:

Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.

Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.

As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.

1. day holiday scheme rising to 33 after 10 years

Flexible working Scheme

Excellent opportunities for development

Competitive NHS Pension scheme

Access to NHS discounts with retailers and leisure companies

EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems

These schemes are subject to availability

Person specification

Skills

• Effective communication and interpersonal skills.
• Able to analyse complex facts or situations.
• Able to use initiative appropriately within team environment.
• Able to work without supervision.
• Ability to organise and prioritise workload to meet deadlines.

Knowledge

• Computer literate.
• Medical terminology.
• Microsoft Office.
• Understanding of the requirements of the General Data Protection Act (2018), Freedom of Information Act, access to health records and defensible documentation, health and safety legislation, and their application in the workplace.
• Understanding of clinical rosters
• Equality issues.

Experience

• Medical secretarial duties.
• Medical word processing.
• Operating word processing and computer packages.
• Medical audio typing.

• NCIC local electronic patient record / Information systems.

Qualifications

• GCSE English language (minimum grade C) or equivalent.
• NVQ3 in Business Administration or equivalent.