Detailed job description and main responsibilities

This post is to support the Endoscopy Operational Compliance Manager with the management and smooth running of all Endoscopy Waiting list including pre assessment clinics ensuring achievement of national and local targets. To be responsible for the safe and timely booking of the patient for their Procedure, which includes arranging Pre Assessment clinics.

• To provide an efficient booking service for the patient to support the patient journey including patient choice.
• Prompt and accurate input of patient details to the waiting lists and booking of patients on the reporting tool.
• Ability to demonstrate excellent team working skills
• Ability to demonstrate integrity sound judgement when dealing with sensitive and confidential Issues
• Key Responsibilities
• To prioritise and efficiently organise the clerical team's workload on a daily basis to ensure all tasks are completed in a timely manner.
• Assist the Endoscopy Operational Compliance Manager in organising the rostering and booking appropriate staff
• Taking meeting minutes.
• Urgent RAS pathway
• Attend relevant MDT meetings
• To independently prioritise and manage own workload to ensure an efficient service is provided, being flexible and adaptable to change.
• Assist the Endoscopy Operational Compliance Manager with consultant sessions, opening up clinics on appropriate software.
• Attend morning admin huddles.
• Facilitate appraisals and interviews for admin.
• To be responsible for ensuring that if patients cancel their appointments, the vacant slot is efficiently being offered to another patient.
• To liaise with GP practices and patients as necessary to obtain all relevant and accurate data if it differs from the Hospital PIMS system.
• Monitor all call backs, making sure they are validated and that the patients receive an appropriate appointment date.
• To provide cover within the team when necessary during annual leave or sickness
• To be proficient on reception, to include all reception duties.
• Ensuring all clerical areas are being topped with relevant stationary equipment
• To ensure that office protocol and procedures are established, maintained and reviewed appropriately.   Adhering to trust policies and procedures
• Supervising the clerical team – Being the first port of call.
• Supervising the Capsule sponge and pillcam service (cross site)
• To resolve straight forward and complex enquiries from patients.  To give advice, reassurance to patient, carers and relatives who have concerns regarding appointments or procedures. 
• Liaise with the Endoscopy lead nurse if a patient needs to come into hospital at the discretion of a consultant.  Ensuring all relevant staff, wards and departments are notified.
• To take incoming telephone calls ensuring they are dealt with in a courteous and sensitive manner with due regard for confidentiality. 
• Delegate daily checks to the clerical team
• Ensure correct data regarding clinics is recorded for the organisation.
• To be the first point of contact for staff using own initiative and decision making skills to deal with complex situations without involving the Endoscopy Lead Nurse
• To communicate effectively with medical professionals at all levels and the general public using experience and judgement
• To use experience and judgement to escalate any relevant information or issues to the Endoscopy Operational Compliance Manager
• To be proficient in the use of spreadsheets and databases. Keeping information updated.
• Be part of a team to carry out ad hoc audits and surveys
• To monitor Trust systems and ensure that test results are acted upon in a timely manner.
• Audio typing of letters to patients as dictated by the Straight to Test nurses.
• To be responsible for typing patient and professional correspondence from the triage clinics and results of diagnostic tests.
• To be proficient in the use of spreadsheets and databases. Keeping information updated.