Administration Specialist

at  University Hospitals Coventry and Warwickshire NHS Trust

The AAA Screening Service consists of the AAA Screening Technician’s, the Administrator and the Programme Manager as the day-to-day core team.
The other members of the Team we have the privilege of working with are our Quality Assurance Lead, Clinical Director, Clinical Skills Trainer and also our Vascular Nurses.
A well performing service committed to delivery high quality AAA Screening to our service users and constantly striving to improve, wherever we can!
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
This role requires someone with a strong Administrative background due to the comprehensive skills required in respect to the administrative co-ordination and sequencing of the clinical pathways in the service for a range of AAA screening patients and provided specialised administrative support for the service on a day-to-day basis. The post will also require daily contact with AAA patient details.

ON A DAILY BASIS THE POST HOLDER WILL BE REQUIRED TO/BE/HAVE:

Accurate
Attention to detail
Meet deadlines
Good communication skills
Ability to prioritise workload
Use own initiative
Professional manner
Co-ordination
Concentration
To work under the direction of the AAA Screening Programme Manager to assist in developing and maintaining an efficient and effective administrative service which meets Departmental, Trust and National standards, policies and procedures.
To support the Programme Manager in the operational management of all AAA Sonographers and administration staff within the Department, and to provide a full and comprehensive administrative function to members of the AAA Screening Centre Team.
Please see below for a detailed job description and person specification and should you wish to discuss the role in more detail, please contact the Programme Manager, Emma Wright on 01788 663428.
* Please be advised that interviews are proposed for 29th July 2024 *
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation’s core values.

a. Efficiently and effectively provide appointments to all eligible men, using the National Screening Programme IT system, in a number of venues across Coventry and Warwickshire in accordance AAA Quality Standards and Service Objectives and the AAA Screening Programme Service Specification, including the coordination of their ongoing pathway
b. Efficiently and effectively co-ordinate the work of the specialist multidisciplinary team to ensure there is effective co-operation between departments across the whole AAA screening, diagnostic and treatment pathway of those involved in the delivery of AAA services
c. To actively seek to ensure that all patients are screened and treated within national targets set for AAA patients
d. Where these targets are not likely to be met; to proactively take steps to ensure that patients treatment schedules are brought back within target
e. To understand the pathway of each individual patient; monitoring their progress and ensuring timely intervention is achieved
f. Develop administrative systems consistent with the National Screening Programme to streamline the patient journey and improve the quality of patient care
g. Develop information systems, in line with Trust strategy and National Screening Programme, for the recording and reporting of clinical and performance data. Working across multiple systems, ensure that the key clinical and administrative data is recorded and validated.
2. AAA patient pathway co-ordination
a. To take personal responsibility for administrative co-ordination and sequencing of the clinical pathway for a range of AAA screening patients (possibly around 600 patients at any one time), at various stages in their journey
b. The post holder is expected to co-ordinate, organise and modify multiple clinical interventions and activities for each patient which may be over an extended period of time across directorates and multiple clinical services; and respond to variations in the plan accordingly
c. For each individual patient, to understand current and future requirements; and then to take proactive steps through current action and forward planning, to ensure this pathway is maintained
d. To challenge the progress of patients’ journeys with all members of the AAA MDT (Consultants, Nurses, Sonographers etc).
e. To persuade clinical service providers to alter existing appointments (by prioritising AAA activity) to ensure AAA pathway is maintained.
f. To actively seek to alter patients’ appointments at own discretion through communication and instruction to service areas
g. Where personal intervention is unsuccessful, to identify through the escalation policy to the AAA Screening Programme Manager, and in their absence, the Clinical Director, any deviation from expected pathway in a timely manner to allow corrective action to be achieved
h.To communicate alteration to planned appointments directly to patients and their carers.
i. Deal with non-clinical queries from general practitioners and members of the multidisciplinary team.
3. Multidisciplinary team co-ordination
a. Facilitate and co-ordinate the functions of the AAA multidisciplinary team meetings
b. Provide administrative support for specialist MDT meetings
c. The post holder will be expected to take minutes and records of the MDT meetings during that week, check and distribute those minutes. High levels of accuracy are required, as these records will be used to determine care pathways
d. Liaise with clinical and administrative staff across directorates to develop schedules of patients to be discussed at MDT meetings
e. Implement systems to ensure that the information necessary for effective team functioning is available at each meeting
f. Attend each MDT, and facilitate the use of video conferencing equipment as needed
g. Ensure actions plans are produced and recorded for each patient discussed at the MDT meetings and communicate this information to the relevant GP within 24 hours
h. Be responsible for and ensure that any appropriate follow-up actions from MDT meetings are carried out as identified by clinical teams
4. Data management
a. To use multiple clinical information systems and databases to understand and co-ordinate patients’ pathways
b. The Post holder will be highly proficient in the use of computer and information systems, where data collection across multiple systems is required; recognising the vital requirement for the highest levels of accuracy and quality assurance
c. Work with the respective teams to continually develop robust clinical information systems for the capture of the national AAA screening and vascular data set and clinical outcomes data, as agreed by the AAA Screening Programme Manager/ Clinical Director
d. Ensure the accurate and timely capture of data to meet the standards of the Trust, National Screening Programme and professional bodies
5. Service Improvement
a. Support Trust and nation-wide improvement of AAA screening services in partnership with the MDT, National Screening Programme Team and other improvement initiatives to improve the speed of patient access to screening, consultation, diagnosis and treatment
b. Record and interpret data on MDT processes as required
c. Support clinical teams to improve the patient and carer experience
d. Adopt a supporting role in implementing, monitoring and auditing the standards set out in the AAA Quality Standards and Service Objectives, the AAA Screening Programme Service Specification and relevant NICE Guidance.
e. Work with clinical teams to undertake internal audit and patient satisfaction surveys
f. Provide regular reports on service improvement to MDT and promote awareness of service developments to all stakeholders
g. Management of QA spreadsheet- ensuring timely management of subjects is maintained for subjects referred to Medical Imaging and according to care pathway,
h. Ensure timely completion of QA spreadsheet by Medical Imaging once subjects have been screened by them.
i. Ensure accurate and timely input of this information onto the National Screening Programme IT system.
For further details of the job role please see attached job description