Colorectal CNS Team Admin Assistant, Band 3

at  Gloucestershire Hospitals NHS Foundation Trust

Colorectal CNS Team Admin Assistant, Band 3 (25.5 hours a week)
The Colorectal Team are looking to welcome a motivated, organised, and efficient Admin assistant into the Colorectal Nursing Team. You will be working closely with consultants and management at both Cheltenham General Hospital and Gloucestershire Royal Hospital.
We are a friendly team who are passionate about working collaboratively to deliver excellent patient care. While previous administrative experience is desirable, upon joining the team you will be given comprehensive training including service delivery shadowing opportunities. We actively support career progression, have a generous annual leave policy, and value our team members’ health and wellbeing by supporting flexible working where possible.
If you have any questions or would like to arrange pre-application visits to the Department you can contact the Lead CNS on 0300 422 5617 or email Gemma.Pocock@nhs.net.
The post-holder will provide an efficient, confidential and professional clerical support to the Colorectal Team. This will include administration and secretarial support to enable provision of patient care and speciality services. Excellent communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians.
To provide the administrative support to the CNS team and support workers in all areas of their work, in particular relation to e.g. Holistic Needs Assessments, Care Plans, Treatment Summaries and Identified Patient Pathways. Provide efficient, confidential and professional administrative support to the Colorectal CNS Team at both Gloucestershire Royal and Cheltenham General Hospitals
Print and post letters and other information as requested by the Macmillan Support Worker or CNS.
Assist with monitoring and documenting patient outcomes / results generated by nurse led clinics and remote follow up for patients under active surveillance
To communicate with patients regarding their appointments in writing and over the phone.
To communicate with patients, their relatives and carers, General Practitioners and other hospital staff ensuring the provision of a high-quality proficient service.
To take appropriate actions and initiative regarding telephone calls from patients, referrers and other agencies, offering non clinical help and advice
Minute taking and distribution of minutes for team meetings.
To receive and action any requests by line manager to cancel or reduce clinics. To ensure that any patients affected by these changes are notified as appropriate.
To answer the telephone and communicate in a coherent, polite and professional manner at all times.
Entering of accurate personal information on both hospital and departmental systems/ database.
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
The post holder must at all times respect patient confidentiality and in particular the confidentiality of electronically stored personal data in line with the requirements of the Data Protection Act.
Abide by all Statutory and Trust policies and procedures.
Attend team meetings as appropriate.
Attend mandatory training courses as identified through supervision and individual performance review.
Participate in individual performance review in regular supervision sessions as agreed.
Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients.
Checking of clinic outcomes to ensure accuracy
To work with the Central Booking Office to ensure that clinics are used to capacity.
Regularly informing the Lead CNS about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Service Improvement
Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork.
Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.
Team-working
To work cohesively with colleagues to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
To cover colleagues during absences/annual/sick leave as directed. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
Undertaking routine office duties including electronic note tracking, photocopying, faxing, and filing of correspondence and results and maintenance of records.
Assist in the training and induction for new and existing colleagues
Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate
Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

Please refer the Job description for details