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Job Overview
As a Band 4 Coordinator, you will be a flexible resource to support teams in the provision of services to include organisation of your work and other team members. You may have front line contact with service users, carers, the general public or other external stakeholders, as well as internal colleagues.
Your role will support one or more team(s). Scope will vary depending on service needs and may include responsibility for the real time data upload, identifying any gaps in data entry, working with clinical staff to ensure this is rectified.
You will be a central point of contact for issues/queries related to biologic and targeted synthetic disease modifying therapy in Rheumatology. You will be responsible for working with the Rheumatology Specialist Pharmacist and Non Medical Prescribing Team, wider clinical team, information analysts & management to ensure that queries are resolved, patients are appropriately scheduled, prescription requests are processed and data submissions are correct, complete and given in a timely fashion. You will be required to audit and produce reports on the performance.
Main duties of the job
- Coordinating administrative pathways and ensuring an effective process is followed in all areas of work.
- Ensuring booking appointments where appropriate, according to the department’s strategy and local standards/policy/procedure and processing triaged referrals. Ensure that deviations from this are clearly explained and recorded.
- Data entry and management, including presentations and monthly data returns.
- Coordinating the booking of appointments and investigations as requested by the medical staff. Ensure that a robust process/system is in place for out of hours cover of this function and regularly review.
- Manage prescription requests from homecare providers and create procedures to process and filter requests for clinicians.
- Be the point of contact for all homecare providers, managing the shared email account.
- Autonomously deal with issues as they arise, escalating to the Consultant Pharmacist, senior Nursing or Medical colleagues or AGM as appropriate, actioning outcome/instructions.
- Uploading basic patient demographic data and complex data about patient’s medication supply where appropriate.
- Complete outcomes from ad hoc and routine clinics.
- Create, monitor and audit waiting lists for patients waiting to start new or alternative treatment
Working for our organisation
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Detailed Job Description And Main Responsibilities
- Avoiding repetition, ensure data is collected and kept to aid internal audit/validation of data as appropriate. Manage the data, archiving as/when appropriate.
- Ensure that there are clear, timely and open lines of communication regarding the databases in the department.
- Ensure that a backlog does not develop.
- Competently manage telephone enquiries from patients, relatives, healthcare professionals and homecare providers, listening, taking action, giving advice, support and information in a clear, prompt, helpful and professional manner in accordance with confidentiality and data protection guidelines.
- Ensure effective communication with key colleagues within and outside of the service.
- Understand the key delivery points from the department’s strategy and key trust and directorate targets.
- Support specialist pharmacist and high cost drug therapy paperwork updates, including homecare paperwork, patient information leaflets, guidelines, pathways and prescription procedures.
- Be able to be flexible in the cover of other admin and clerical roles, including typing clinical and desk letters and patient communication regarding treatments.
- To provide support to project work as requested by the specialist pharmacist team e.g. development of information, audit or other data production as required.
- Dissemination of information as required.
- Provide an adaptive and flexible approach to accommodate changing and varying directorate and Trust needs, which could necessitate the review and amendment of this job description.
- Where appropriate, the ordering of stationary and other office supplies as efficiently and cost effectively as possible.
General
- Undertake training as and where necessary to ensure compliance with Trust policies and service need.
- Exhibit a flexible approach to working & undertake other duties as required by your line manager. Cross cover with other members of the team.
- To develop and maintain computerised manual filing systems to maintain an efficient system for keeping data.
- Team working and professional responsibility for the smooth running of the post.
- To liaise with various members of the multidisciplinary team, medical records and information department in order to provide an effective quality service for patients within the stroke service.
- To make the best use of information technology e.g. Microsoft office and be involved with learning new technology as it becomes available.
- Take personal responsibility to ensure all own mandatory training is up to date and remains current on an ongoing basis. Adhere to all Trust policies.
- Ensure that all communication with patients, relatives, GPs, and other members of the MDT are dealt with in a professional, courteous and effective manner.
- To organise and attend meetings as required or requested, including room bookings, sending invites, preparing meetings agendas, taking concise minutes and distributing and monitoring action plans.
Person specification
Education
Essential criteria
- Educated to GSCE Grade C or Above (or Equivalent)
Desirable criteria
- ECDL Qualification (or Equivalent, including experience)
- RTT Module Training
Personal Spec
Essential criteria
- Meticulous attention to detail
- Have a pleasant manner and good communication skills
- Self-motivator with good attention to detail
Desirable criteria
- Having An understanding of RTT and NHS performance targets
Work Experience
Essential criteria
- Previous administrative and clerical experience
- Ability to use Trust PAS System following Training
- Previous Experience working in Rheumatology
- Biologic therapies knowledge.
Desirable criteria
- Previously worked in an NHS Setting and within an MDT
- Previous team leader/senior experience
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
