Sarcoma PPA with outpatients

at  Nottingham University Hospitals NHS Trust

The East Midlands Sarcoma Service are one of fifteen NICE accredited Sarcoma Specialist Centres in England and Wales, and responsible for providing care for patients with soft tissue sarcoma at all body sites including the extremities, trunk wall and retroperitoneum.
We are pleased to announce we have a part time Sarcoma Support Administrator vacancy for the East Midlands Sarcoma Service based at City Campus within NUH.
The role will be based within the Sarcoma team and will support the Sarcoma MDT (multiple disciplinary team) Coordinators & SPAs (specialist personal assistants ) covering all areas of administration support, for instance:
Booking outpatient appointments via Careflow
Typing Sarcoma clinic letters using the Winscribe system
Supporting the MDT Coordinators with general administration, scanning & uploading documents to NUH systems, handling internal and external mail.
Printing of MDT agendas
Typing clinic letters using the Winscribe system
support with maintaining the sarcoma diagnostic tracking system.
Supporting the Sarcoma CNS nurses with regards to booking and changing clinic appointments
Cover for Sarcoma clinic reception in times of annual leave or sickness
Support with restructuring clinics in the absence of the SPA outpatients coordinator
Adding patients to the Sarcoma waiting list to support the SPA waiting list coordinator
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

JOB SUMMARY

Working as part of the Sarcoma administration team the role will involve providing high quality admin and clerical support. The post holder will need to use their initiative and skills to develop processes and ensure the effective provision of a quality service. The role/duties of the post are outlined below. In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the Trust values which are detailed above.

o Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the Sarcoma SPA, CNS nurses and management team.
t Typing Sarcoma patient clinic letters via Winscribe
o Support with the standard operating practice taking decision to escalate to the management team any clinic capacity issues.
o Support and facilitate documentation scanning of MDT documents, clinic outcome forms and adding patients to the sarcoma waiting lists via the clinical proforma to Notis and DHR.
o Contact GP surgeries to obtain additional patient information etc.
o Responds to any temporary day to day demand and capacity updates required in Medway. Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly.
o Keep personally updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc.
o Contact patients via telephone of their appointment date to prevent DNAs (did not attend)
o Contact patients to confirm TCIs (to come in dates for surgery) and update their Careflow waiting list entry.
o Booking and arranging Pre-Operative assements for patients listed for surgery.
o Support the SPAs with managing patients on the partial booking follow up appointments waiting list.
o Notify Sarcoma SPAs or management teams of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies.
o Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times.
o Liaising with external trusts who refer their patients to the Sarcoma MDTs or the Sarcoma Service.
o Distributing and opening in-coming mail timely and dealing with appropriately.
o Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.
o Support the Sarcoma CNS nurses when appropriate with regards to the diagnostic tracking EXCEL spreadsheet.
o o Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
o Present a professional, polite and courteous attitude at all times on duty.
o Undertake any other duties, which may reasonably be required