Job overview

QMC is home to one of the busiest regional neurosurgical departments in the country. Our highly specialist unit fulfils elective and emergency/urgent work and we are proud of our clinical outcomes.

We are a team of clinicians, specialist nurses, admin and management staff who are passionate about delivering high quality patient care and committed to the Trust's values and behaviours. We are looking for someone who appreciates diversity and will join us in working together to create opportunity and empower our team to be the best it can be.

This job opportunity is for a WLC to support two consultant neurosurgeons and work closely with admin colleagues to support each other in achieving goals. You must be confident and conscientious with excellent organisational and communication skills, plus an ability to adapt to changing situations and priorities. You will need to be able to demonstrate a clear understanding of patient confidentiality and be able to remain calm under pressure.

Main duties of the job

Provision of secretarial and administrative support to two consultant neurosurgeons

Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking admission to hospital, using hospital IT systems, e.g. Medway PAS/Bluespier

Act as the first point of contact within the Trust for patients who have enquiries regarding admission details and waiting list queries, either in person, telephone, email

Be responsible for management and accurate validation of consultant waiting lists in line with 18 week RTT targets, maintaining accurate records to ensure all admissions for elective procedures are outcome and completed on Medway PAS, in line with Trust Access Policy.

Ensure all relevant actions are taken to initiate, amend and cancel theatre lists in accordance with theatre policy

Book HDU/ITU/PICU beds are required following correct protocol

Working for our organisation

This role is interesting and can provide a high degree of job satisfaction due to the crucial administrative support it provides to the clinicians. Self-sufficient, motivated individuals who work well as a team and who want to make a difference are encouraged to apply.

Detailed job description and main responsibilities

KEY JOB RESPONSIBILITIES

Conduct staff appraisals and effectively manage sickness including return to work interviews.

Be responsible for line management of the waiting list administration team to include HR and staff sickness responsibilities.

Direct the waiting list administrative team to current learning and training tools to ensure staff are kept up to date, including mandatory training.

Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking admission to hospital, using hospital IT systems, e.g. Medway PAS/ORMIS

Act as the first point of contact within the Trust for patients who have enquiries regarding admission details and waiting list queries, either in person, telephone, email

Be responsible for management and accurate validation of consultant waiting lists in line with 18 week RTT targets, maintaining accurate records to ensure all admissions for elective procedures are outcome and completed on Medway PAS, in line with Trust Access Policy.

Ensure patients are added to appropriate waiting lists using hospital IT systems in accordance with Trust policies.

Ensure all relevant actions are taken to initiate, amend and cancel theatre lists in accordance with theatre policy

To arrange transport for patients that require it

Book HDU/ITU/PICU beds are required following correct protocol

To be responsible for arranging emergency cover for theatre sessions where the surgeon becomes unavailable at short notice.

Working to agreed protocols to negotiate patient admissions for inpatient and day surgery procedures and minor procedure treatments.

Provide appropriate confirmation letter to patient, along with any relevant supporting information.

Ensure all relevant patient information is recorded on the Trust’s IT systems and updated accordingly in line with Trust Access Policy and Procedures.

Amend patient information and admission requirements in line with pre-operative assessment information/findings.

Provide non-clinical advice regarding patient admission process seeking further advice from the Consultants or lead nurses as required.

Liaise with clinicians regarding appropriate scheduling of patients such as case mix together with other key information to ensure the full utilisation of theatre lists.

In conjunction with the appropriate managers liaise with external healthcare providers to facilitate the timely admission of patients.

Be responsible for identifying potential breaches against Trust waiting list targets, and taking timely and appropriate action to avoid the breach, including 28 day for cancelled ops.

Liaise with clinical staff to ensure the availability of any specialist equipment as required.

Ensure any patients who have not responded to letters, or do not attend pre-operative assessment clinics are contacted in line with the Trust Waiting List Policy.

Produce accurate theatre lists for scheduling meetings, attend said theatre meetings, and undertake all required follow up actions.

Work flexibly and provide cross cover for colleagues in the Directorate.

Undertake any other duties and responsibilities, which may reasonably be required.

Participate in team, professional and personal development activities.

Undertake any other duties which may be reasonably required.