Detailed job description and main responsibilities

·       Provide first-line support for operational issues e.g., management of urgent/routine workloads, taking appropriate action and escalating, where required.

·       Assist the gynae specialist nurse and coploscopy admin team in all administration aspects of the Service and ensuring patients follow correct surveillance pathways in a timely manner, in accordance with NICE guidelines and Trust policy.

·       Attend MDT and work closely with the gynae MDT Coordinator and Consultant PAs, prepare patient information, including imaging, for the radiological aspects of the weekly gynae MDT meeting.

·       Collate and input pathology, surgery and oncology information for all screen detected.

·       Undertake consistent, accurate and regular maintenance of patient data across all systems.

·       Demonstrate a sound knowledge of the service, in order to contribute to, and inform decision making.

·       Deliver high levels of customer services to users. Assess, problem solve and/or report, in a timely and pro-active manner, when these standards have not been met.

·       Provide administrative support including the use of electronic systems, including but not limited , Infoflex, Christie Portal, HIS, and all forms of diary management.

·       Co-operate with all disciplines when receiving telephone, electronic, and all other requests or enquires from a multitude of sources, exercising initiative, problem solving or escalating as appropriate.

·       Receiving and responding effectively and efficiently to complex telephone, and/or in person to enquiries.  Transferring calls to the appropriate person if necessary.

·       Exercise independent judgement when dealing with patient and staff enquiries and problems, analysing and resolving where possible. 

·       Operate numerous relevant Trust IT systems including but not limited to Patient Centre, HIS, Infoflex, Christie Portal inputting, updating and maintaining patient information to the standards expected by the Directorate and the Trust.

·       Monitor data quality within Radiology IT systems, ensuring consistency, accuracy and timeliness of data.

·       Provide statistical information when required for audit purposes.

·       Contribute in the production of information and reports required for Quality Assurance external audits. 

·       Analyse routine audit reports and take appropriate action according to the department’s task lists. 

·       Possess an understanding of the Trust complaints procedures and use initiative to resolve patient/public concerns, escalating outstanding concerns as required.

·       Under the supervision of the senior administration team, audit, review and update relevant procedural documents.

·       Be accountable for own actions.

·       Plan and prioritise own workload, exercising a degree of independence, initiative and judgement to meet service demand. 

·       Liaise with referrers, patients and carers, answering queries and arranging appropriate appointments for Screening,  Assessment, Imaging, and planned follow-up Imaging of all kinds, including preparing relevant paperwork for these examinations.

·       Support the senior administration team in allocating and arranging patient appointments to maximise effective service delivery, recognising the differing priorities placed on some imaging referrals.

·       Prioritise examinations using Radiology system waiting lists and following the Radiology/Cancer Services, targets and KPI’s.

·       Ensure all relevant historical patient data is available at the patient attendance, including the retrieving and sending of images from/to external organisations.

·       Ability to think quickly, assess situations and make decisions upon that information. 

·       Ability to maintain high levels of concentrations and deal with frequent interruptions.

·       Monitor stationary/clinical stock levels within the department and order supplies where appropriate.

·       Respond to data requests eg from the Trust legal team, in a timely manner, adhering to Trust information governance policies and procedures.

·       Assist in general housekeeping duties to maintain a clean, tidy and safe working environment, identifying and reporting any risks or hazards to the senior administration team.

·       Participate in regular senior administration team meetings, maintaining knowledge of working practices and highlighting potential service improvement.

·       Assist in the promotion of an open, welcoming, patient-centred culture for service users. Seek and support feedback from service users to inform service improvement.

·       Adapt communication style to effectively respond to service users with communication difficulties and psychological, social, physical, and spiritual needs.

·       Liaise with North-West Ambulance Service (NWAS) to effectively manage patient attendances requiring the use of patient transport.

·       Organise Patient interpreter services and language line resources when required.

·       Liaise with Trust wards, other departments and medical staff regarding in-patient and out-patient examinations.

·       Communicate effectively and cooperate with internal and external sources, both clinical and non-clinical eg patients, clinicians, Trust staff, Directorate staff, solicitors regarding the continuity of patient care and treatment.

·       Highly developed communication skills with sensitivity to the needs of patients, particularly where there may be barriers to understanding e.g. learning disabilities, deafness, language.