Role Summary This role is a key member of the Sussex BCSP Programme and Associated Services administration management team. Work.....
Role Summary This role is a key member of the Sussex BCSP Programme and Associated Services administration management team. Work will include:1. Undertaking the role of PA to the General Manager/ HoN and their Deputy2. Supervising more junior administrative staff across the Programme3. Monitoring demand on behalf of the Managers.4. Supporting the Service and Deputy Operational Managers in the early identification of capacity issues affecting performance of 18 weeks, 2 week wait and other BCSP referral standards5. Along with the Service Manager being the main conveyor of monitoring information between the Central Management team for Lynch and the associated services, with an overarching aim to facilitate the smooth management of our patient groups, depending on their waiting times and care pathways.6. Working closely with the Service Manager, provide data to support the relevant reports required.7. Working with clinical teams to ensure they fully understand the requirements of the BCSP and Trust Patient Access Policy, ensuring adherence across their areas of responsibility.8. Provide administrative support to Screening Projects9. Providing a point of contact for patients, relatives and GPs who remain with queries and questions that cannot be resolved by more junior administrators. Escalating complaints to the relevant Manager where resolutions cannot be delivered10. Providing information which enables recommendations to be made onto the Senior Managers and Clinical Leads to enable them to take positive steps to respond to performance reviews.11. To provide cover to support the Manager in the daily management of local non-centralised administration staff.12. To collect data, where required, to support the delivery of statistical reports.13. To work with the Deputy Operational Manager in developing, supporting, improving amending and undertaking rota administration and co-ordination for the Services. KEY WORKING RELATIONSHIPS The post holders key relationships will be with: Internal: General Manager/ HoN Lead SSP/Clinical ManagerService ManagerDeputy Operational ManagerAdministratorsSSPs and CNSsConsultants working with Screening servicesCentral Information Unit, Patient Administration System (PAS) andElectronic Patient Record TeamsTeam Members and colleagues within directorates Diagnostic teamsExternal: Staff from outside organisations as relevant to the role, may include staff from other associated Trusts, patients and carers, GPs and other referrers STRUCTURE Specific duties and responsibilities Performance and Management1. To ensure that the administration team deliver a high quality, effective and flexible service in respect of the patient pathway from referral to treatment.2. Work closely with clinicians, nurses and other clinical staff to ensure that patients are actively managed through their pathways.3. To monitor the patients pathway from first outpatient appointment, through diagnostics, and treatment planning. Highlighting potential delays in the pathways to senior colleagues4. To identify extra capacity slots required by each Service in order to meet national targets.5. Provide PA support to General Manager. Tasks to include managing diary commitments, planning meetings and taking minutes, monitoring mandatory reports e.g STAM.6. Ensuring adherence to Trust policies and procedures, particularly the Patient Access Policy. To recommend systems and processes which improve compliance to the policy, while still working to Programme protocols7. Monitoring professional registration compliance, reporting any due renewals to the appropriate line manager.8. Maintain up to date knowledge of all applicable targets and processes relating to the patient pathway.9. Predict and prevent breaches of waiting time targets and delays due to problems in capacity, through liaison with colleagues.10. Ensure clinic utilisation is on target by analysing the look forward reports and taking appropriate action with the clinicians.11. Working with the Deputy Operational Manager to ensure all outpatient clinic outcomes are recorded within 1 working day of the clinics.12. Ensure all diagnostics are booked within pathway target times.13. Ensure the Service Level Agreements between Programme and Sites are followed and maintained, escalating concerns to senior colleagues.14. Working with senior colleagues analyse, investigate and resolve complex queries relating to the service.15. Keep up to date with relevant Pathway guidance, Patient Access Policy, best practice and impending changes which could impact on the way of working.16. Providing support to the senior management team for the attendance at key meetings in regard to the access to the screening services as required. Data Analysis, Collection and Actions1. Be able to Collect, analyse and interpret statistical performance information relevant to service activity, and to provide this information to relevant interested parties e.g. the monthly performance reviews, CQUIN. 2. Highlight service risks to the relevant Manager and the Clinical Leads frequently, and escalate if remedial action is not taken. Data Quality - Training and Development 1. Hold working knowledge of all systems used relating to management of patients. This includes the BCSS system, FHS databases, Patient Access Modules on the PAS Systems and responsibility for learning new systems, as these are developed.2. Train new Programme staff, designing and monitoring the induction programme for the individual, including conveying knowledge of the service performance and systems and processes within the Trust which contribute to this. Other1. The post holder will provide information, which supports the Manager (s) forecast annual capacity including demand planning.2. Work to support General Manager in the management of sensitive issues e.g HR and Personnel Personnel Functions1. Responsible for the training and development of non clinical staff working for the Programme and associated services2. To maintain accurate annual leave and sickness records3. Undertake 1:1s with junior members of the admin team Leadership1. Responsible for the provision of advice and knowledge of the Programmes and Services performance and access to services.2. Lead the administration team by being an excellent role model Communication1. Contribute to meetings for the area of expertise and up-to-date knowledge of service performance in a clear, concise manner, which include both recommendations for issue resolution and corrective action.2. Lead by example and demonstrates excellent communication and listening skills to staff and customers/patients, as the issues are often complex, highly sensitive and highly emotive as they involve waiting lists, time to treatment and delays to care, including cancellations.3. Convey knowledge of the Patient Access Policy to a range of staff including doctors, administration teams, nurses and management representatives, and others as required e.g. Commissioners and GPs. Ensure that confidentiality is maintained at all times and that staff adhere to the Data Protection Act, Freedom of Information Act and the Caldicott Principles, especially as patient records are commonplace.4. Work with external agencies to ensure that uptake for cancer screening is monitored Learning and Development Attend mandatory training updates as required. Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales. Identify own learning needs and jointly plan training requirements with your line manager Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service. This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
