Complex Therapies Admin - #1746559

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Job Overview

The Brain Centre is a treatment and research facility, offering specialist neurological support to patients with cognitive impairment, multiple sclerosis and movement disorders. The post holder will be required to provide administrative support to the multidisciplinary teams operating here; including coordinating the admin support and audio typing for the DBS nursing teams and managing the clinic room bookings for the centre. This job requires the post holder to be on site and available to deal with any queries arising from patients and colleagues requiring assistance during core opening hours. It is a busy and demanding role where priorities can change and therefore the post holder will need to be organised and have the ability to work well as part of a multidisciplinary team.

Main duties of the job

• Receive and manage referrals for the complex therapies nursing teams; ensuring they are triaged by appropriate clinicians in a timely manner and patient is added to the wait list.
• Maintaining oversight of all nurse-led clinics; ensuring all slots are utilised fully.
• Organising ad hoc bookings, overbookings, rescheduling or cancelling clinics when requested by nurses.
• Ensure all patient RTT statuses are correct at every stage of their pathway.
• Maintaining spreadsheets and databases; updating patient records with outcome of MDT / specialty meetings and clinic appointments.
• Responding to patient or staff contact via telephone, email
• Provide efficient typing support for the DBS nurses; typing clinic and ad hoc letters within the Trust target of 5 working days from date of dictation, prioritising any dictations marked urgent.
• Working seamlessly with senior administrator to ensure workload is prioritised and completed accordingly.
  
  

Other Administrative Duties:

• Contributing as a team member to the efficient running of the office; providing cover for colleagues (as appropriate) during times of prolonged leave or absence, reporting IT issues or building faults to the necessary department, booking meeting rooms etc.
• Receiving and filing all clinical and non-clinical correspondence as required by the DBS nurses.
• To undertake any other duties appropriate to the post, as agreed with the Support Manager.
  
  

Working for our organisation

Due to the Covid-19 pandemic, protocols are in place to ensure the working space is as safe as possible and in compliance with all internal and national health and safety guidelines. The admin office is based within the hospital whereby some patient contact is unavoidable. PPE is provided for these areas and all procedures should be adhered to when on site. Due to current guidelines, limited numbers of staff are working on site and therefore the post holder may be required to hot-desk.

Desk space is within shared offices and thus the need to respect the privacy of colleagues and patients whilst minimising interruptions or noise levels where possible is paramount. The post holder will be required to use a PC for the majority of their work and so this post is classified as a DSE user. Manual handling is now at a minimum due to the Trust becoming paperless, but this still may be required in some instances such as handling stationary or patient notes.

The Post Holder

• Works under constant pressure and within a frequently changing environment, whilst trying to deliver government and Trust targets.
• Works with constant interruptions dealing with daily operational issues.
• Must concentrate for long periods of time to ensure attention to detail.
• Is required to analyse waiting list schedules on a daily basis involving long periods at a VDU.
  
  

Detailed Job Description And Main Responsibilities

• Receive and manage referrals for the complex therapies nursing teams; ensuring they are triaged by appropriate clinicians in a timely manner and patient is added to the wait list.
• Maintaining oversight of all nurse-led clinics; ensuring all slots are utilised fully.
• Organising ad hoc bookings, overbookings, rescheduling or cancelling clinics when requested by nurses.
• Ensure all patient RTT statuses are correct at every stage of their pathway.
• Maintaining spreadsheets and databases; updating patient records with outcome of MDT / specialty meetings and clinic appointments.
• Responding to patient or staff contact via telephone, email
• Provide efficient typing support for the DBS nurses; typing clinic and ad hoc letters within the Trust target of 5 working days from date of dictation, prioritising any dictations marked urgent.
• Working seamlessly with senior administrator to ensure workload is prioritised and completed accordingly.
  
  

Other Administrative Duties:

• Contributing as a team member to the efficient running of the office; providing cover for colleagues (as appropriate) during times of prolonged leave or absence, reporting IT issues or building faults to the necessary department, booking meeting rooms etc.
• Receiving and filing all clinical and non-clinical correspondence as required by the DBS nurses.
• To undertake any other duties appropriate to the post, as agreed with the Support Manager.
  
  

Person specification

All

Essential criteria

• Educated to GCSE English standard or equivalent
• Understanding of Patient confidentiality and data protection
• Experience of working as part of a team in a multi-disciplinary environment
• Excellent word processing skills
• Excellent written/verbal communication skills
  
  

Desirable criteria

• Working knowledge of relevant hospital systems (Careflow, ICE, EDMS)
• Experience of working in the NHS or similar organisation
  
  

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.

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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.