Bowel Cancer Screening Administrator

Calderdale and Huddersfield NHS Foundation Trust

This job is now closed

Job summary

The Calderdale, Kirklees and Wakefield Bowel Cancer Screening Programme currently invites men and women aged 54-74 to participate in Screening. If the test kit returns a positive result we then offer them the opportunity to attend for a screening colonoscopy investigation to determine whether or not they have a Bowel Cancer or a potential bowel cancer. The programme will be further extended over the next year to invite men and women aged 50 -52 yrs.

The successful applicant will provide administrative support to the Calderdale, Kirklees and Wakefield Bowel Cancer Screening Programme and its participants.

You will need to show experience of working in a very busy, effective and efficient administrative and clerical service. You will demonstrate the ability to devise new systems, work naturally with managers and clinicians and have a very positive attitude to work in what can be a challenging environment. You may also be expected to participate and take minutes at meetings and update local systems for reporting services.

Previous experience of working in an effective and efficient administrative and clerical role, with the ability to multi task , work autonomously and be able to devise new working practices within the teams. You will have a very positive attitude to work in what can be a challenging environment.

Main duties of the job

To provide administrative support to the administration manager and Specialist Screening Practioners.
To maintain the Bowel Cancer Screening Programme and associated services databases for the Screening population.
Responsible for inputting and amending data accurately and securely.
To liaise with the screening team on a daily basis in order to deal with queries from patients and carers confidentially and sensitively and to refer to appropriate area for resolution.
To liaise with the screening hub.
Provide patients and carers with general non-clinical advice and information about the screening service.

About us

We employ more than 6,500 staffwho deliver compassionate care from our two main hospitals,Calderdale Royal Hospital and Huddersfield Royal Infirmary as well as in community sites, healthcentres and in patients' homes. We also are incredibly proud to have almost 150 volunteers here at CHFT.

We provide a range of services including urgent and emergency care; medical; surgical; maternity; gynaecology; critical care; children's and young people's services; end of life care and outpatient and diagnostic imaging services.

We provide community health services, including sexual health services in Calderdale from Calderdale Royal and local health centres. These include Todmorden Health Centre and Broad Street Plaza.

We continue to modernise and invest in our health services to build on our strong reputation.Foundation trusts are public leaders in improving quality in health services. They are part of the NHS- yet decisions about what they do and how they do it are driven by independent boards. Boardslisten to their Council of Governors and respond to the needs of their members - patients, staff andthe local community.

Foundation trusts provide what the health service wants, yet are also free to invest quickly in thechanges to the local community needs, in striving to be the best, and in putting their patients first.

Date posted

19 April 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum, pro rata

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

372-SURG1764-B

Job locations

Calderdale Royal Hospital

Halifax Road Salterhebble

Halifax

HX3 0PW

Job description

Job responsibilities

Monitor the waiting times targets on the BCSP system and raise issues immediately with the Manager to enable action to be take i.e. additional clinics.
Prepare for screening clinics including patient note retrieval and tracking of patient progress within the screening pathway.
Maintain accurate tracker record for patient notes and collate notes in preparation for Screening Clinics.
To assist in the waiting list management and listing of patients for the Screening programme.
Maintain and order stationery for the Screening service.
Ensure supplies of patient literature are ordered and maintained.
Liaise between community screening clinic locations to ensure smooth transition of information along the patient pathway.
Attend and participate in regular Regional and Screening Centre team meetings to provide seamless service across the single programme.
Ensure accuracy of all letters / Clinic Lists and GP Notification Lists produced by checking details of each of these. The post-holder will circulate result letters to the appropriate GPs, alerting them to patients who failed to attend appointments
Provide patients and carers with general non-clinical advice and information about the screening services.
Prepare for screening clinics including ensuring patient lists are available to the staff at clinic and tracking of patient progress within the screening pathway
To develop administrative procedures to provide a seamless Screening service.
To inform the Bowel Cancer Screening Programme Administration Manager of any issues relating to clinics or targets.
To inform the Bowel Cancer Screening Programme Administration Manager of any issues relating to patient pathways and waiting time targets.
Liaise with cancer teams in other Trusts regarding clinic arrangements/MDT listings.
Ensure confidentiality and security of data in accordance with organisational requirements and the data protection act.
To respond to callers and/or visitors promptly and courteously. Identify their needs, providing information or referring them as appropriate.
To provide cover for absence of other administrators when possible.

Job description

Job responsibilities

Monitor the waiting times targets on the BCSP system and raise issues immediately with the Manager to enable action to be take i.e. additional clinics.
Prepare for screening clinics including patient note retrieval and tracking of patient progress within the screening pathway.
Maintain accurate tracker record for patient notes and collate notes in preparation for Screening Clinics.
To assist in the waiting list management and listing of patients for the Screening programme.
Maintain and order stationery for the Screening service.
Ensure supplies of patient literature are ordered and maintained.
Liaise between community screening clinic locations to ensure smooth transition of information along the patient pathway.
Attend and participate in regular Regional and Screening Centre team meetings to provide seamless service across the single programme.
Ensure accuracy of all letters / Clinic Lists and GP Notification Lists produced by checking details of each of these. The post-holder will circulate result letters to the appropriate GPs, alerting them to patients who failed to attend appointments
Provide patients and carers with general non-clinical advice and information about the screening services.
Prepare for screening clinics including ensuring patient lists are available to the staff at clinic and tracking of patient progress within the screening pathway
To develop administrative procedures to provide a seamless Screening service.
To inform the Bowel Cancer Screening Programme Administration Manager of any issues relating to clinics or targets.
To inform the Bowel Cancer Screening Programme Administration Manager of any issues relating to patient pathways and waiting time targets.
Liaise with cancer teams in other Trusts regarding clinic arrangements/MDT listings.
Ensure confidentiality and security of data in accordance with organisational requirements and the data protection act.
To respond to callers and/or visitors promptly and courteously. Identify their needs, providing information or referring them as appropriate.
To provide cover for absence of other administrators when possible.

Person Specification

QUALIFICATIONS / TRAINING

Essential

Good standard of general education (5 GCSE at grade 4-9 (A* - D including Maths and English) or equivalent experience
Level 3, Administration or Customer Service qualification or equivalent experience
ECDL (European computer driving licence) or equivalent

KNOWLEDGE, EXPERIENCE & EXPERTISE

Essential

Extensive experience or understanding of the NHS, the hospital environment and patient centred care
Significant office experience. Ability to manage own workload without direct supervision
Have significant working knowledge of Microsoft packages, applications and excel databases
Significant experience of practical experience of working within a busy healthcare setting or a busy office environment with competing demands
Demonstrate the ability to prioritise workloads
Significant experience of working as part of an administrative team or MultiDisciplinary Team (MDT)

Desirable

Previous experience of BCSP/AAA or other NHS Screening Programmes
A knowledge of appointment Booking systems. EPR knowledge would be desirable but not essential
Demonstrate ability to learn new IT systems within a working environment

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

Essential

Demonstrate clear spoken and written English. Good communication and interpersonal skills including the ability to communicate effectively verbally and in writing with colleagues at all levels
Awareness of when to request advice from senior staff
Ability to work flexibly and support colleagues

Person Specification

QUALIFICATIONS / TRAINING

Essential

Good standard of general education (5 GCSE at grade 4-9 (A* - D including Maths and English) or equivalent experience
Level 3, Administration or Customer Service qualification or equivalent experience
ECDL (European computer driving licence) or equivalent

KNOWLEDGE, EXPERIENCE & EXPERTISE

Essential

Extensive experience or understanding of the NHS, the hospital environment and patient centred care
Significant office experience. Ability to manage own workload without direct supervision
Have significant working knowledge of Microsoft packages, applications and excel databases
Significant experience of practical experience of working within a busy healthcare setting or a busy office environment with competing demands
Demonstrate the ability to prioritise workloads
Significant experience of working as part of an administrative team or MultiDisciplinary Team (MDT)

Desirable

Previous experience of BCSP/AAA or other NHS Screening Programmes
A knowledge of appointment Booking systems. EPR knowledge would be desirable but not essential
Demonstrate ability to learn new IT systems within a working environment

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

Essential

Demonstrate clear spoken and written English. Good communication and interpersonal skills including the ability to communicate effectively verbally and in writing with colleagues at all levels
Awareness of when to request advice from senior staff
Ability to work flexibly and support colleagues

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.