Asthma MDT Co-coordinator/ Administrator

at  279 University Hospitals Sussex NHS Foundation Trust

This role will support a Tier 3 severe Asthma spoke in Brighton. The post holder will be a vital member of the team who will ensure coordination of care for patients with severe asthma to ensure they get life changing treatment quickly. You will ensure that once patients in primary care are identified; there is seamless coordination of all steps in their pathway with excellent communication between all stakeholders.
This is a 9 month fixed term / secondment post.
The key responsibility of this role is to provide administrative facilitation for the severe asthma team at UHSussex (East) including administration of asthma MDT meetings, ensuring internal and external colleagues are able to join the meetings via electronic conferencing. This will include preparing, organising and circulating agendas, minutes, results and sending out minutes of the meeting to relevant clinicians. The role will also be responsible for collecting, maintaining and submitting the data required for the asthma MDT and monitoring the dataset as well as National Respiratory Audit Programme NRAP. It is required that the post holder will provide administration support to the clinical team and will be a pivotal point of contact and support to the asthma nurses. This will include providing clinic co-ordination (from referrals to respiratory same day unit assessments) managing outcomes and future appointments.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
To co-ordinate, supervise and maintain robust data collection and validation mechanisms including National Respiratory Audit Programme (NRAP).
To be responsible for the efficient collection and data entry onto the database for the asthma MDT and the key performance indicators
To locate all missing data and ensure accuracy when inputting to the database,
working with the Asthma nurses and wider MDT team
To analyse and report data as required, obtaining data from a variety of sources and complete NRAP
To be responsible for the provision of timely and accurate information to other staff
To ensure the production of reports and analysis when required
Where appropriate, to liaise with other departments
To provide administrative facilitation of team meetings including preparing,
organising and circulating agendas, minutes of the previous meetings and recording the outcome of MDT meetings.
To ensure that colleagues are able to join the meetings via electronic conferencing as required.
To collate all relevant documentation for team meetings, to include patient notes, investigation results and clinic letters
To take minutes and record attendance at team meetings accurately and to circulate appropriately
To provide general administrative duties to the multidisciplinary team to include typing letters, photocopying, filing, basic clerical duties and distributing documents quickly and efficiently including uploading documents to Panda.
To provide clinic co-ordination support to the asthma team, maintaining clinics on Careflow, managing outcomes and future appointments
To provide support to the asthma nursing team with general administrative duties and to be the point of contact and support
To take and relay messages clearly and accurately from other healthcare professionals and patients/parents/guardians.An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and members of the clinic teams. Time management and prioritising workloads are essential requirements.
Using tact, diplomacy, reassurance and discretion exchange verbal and written information with parents/carers/guardians, medical staff, allied healthcare professionals and departments regarding future management.
To assess the nature and urgency of all telephone calls, taking detailed messages and ensuring that the information is passed to the relevant personnel and dealt with at the earliest opportunity.
To use UH Sussex Trust Patient Administration System (Careflow) for the retrieval/tracking of patient information/medical records.
Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Undertake filing, sending and receiving emails and composition of letters as required.
To be efficient in the use of email, word and excel. There will also be the requirement to use the Trust and departmental database for which training will be given.
Comply explicitly with the Trust policies and procedures

Please refer the Job description for details