Detailed job description and main responsibilities

1.     CLINICAL RESPONSIBILITIES

1.1  This is a non-clinical role however the postholder is expected to work closely with modality leads as part of the overall Radiology team to ensure that patients receive timely imaging and optimal experience.

2.     RESPONSIBILITY FOR PATIENTS

2.1  To ensure that staff capture comprehensive patient data accurately.

2.2  To ensure services are patient focused.

2.3  To ensure all patients receive an efficient and responsive service.

2.4  To monitor the team’s performance and act on patient comments and complaints via formal and informal routes.

2.5  To liaise with other health professionals relating to the patient care pathway and service delivery.

2.6  Ensure that all members of staff are adequately trained in the principles and practices of good customer care.

2.7  Ensure that resources are in place to answer incoming telephone calls in a timely fashion in accordance with Trust policy. 

2.8  Liaise with PALS as required and respond to patients as directed.

2.9  Ensure that the Imaging Site Lead and the appropriate modality lead is advised of the nature and outcome of the complaint.

3.     RESPONSIBILITY FOR POLICY AND SERVICE DEVELOPMENT

3.1  To ensure that staff adhere to relevant Trust policies at all times.

3.2  To take proactive decisions based on Trust policies and procedures, using acquired NHS knowledge and experience to deal with a wide range of general enquiries.

3.3  To contribute to the continuous development and improvement of the service.

3.4  To ensure that the team is aware of relevant Trust policy and procedure updates.

3.5  To ensure that all aspects of service improvement are dealt with.

3.6  To be responsible for proposing policies in line with the needs of the service.

3.7  To develop and maintain standard operating procedures for non-clinical staff.

3.8  Participate and proactively contribute to routine operational reviews and internal audit as required/necessary.

3.9  Attend meetings with Temporary Staffing and actively participate as necessary.

3.10      Coordinate and oversee imaging outsourcing and mutual aid arrangements across RFL sites and external Community Diagnostic Centres (including Wood Green and Finchley Memorial), ensuring optimal use of available capacity.

3.11      Monitor outsourced activity and escalate capacity risks or performance concerns to the Imaging Site Lead.

4.     RESPONSIBILITY FOR FINANCIAL AND PHYSICAL RESOURCES

4.1  To arrange the booking of bank and agency administrative staff and to arrange processing of the required paperwork and documentation to ensure payment.

4.2  To monitor the extra hours worked by staff.

4.3  To monitor the use of bank and agency staff and ensure that the spending is in line with budgeted requirements.

4.4  To assist the Imaging Site Lead in managing the consumables/pay budgets for the area.

4.5  Monitor and put forward invoices for authorisation as appropriate.

4.6  Support procurement activity through the online procurement system, ensuring requisitions are raised and tracked in line with Trust financial procedures.

4.7  Input data onto the HealthRoster in accordance with the agreed processes and the priority bookings system and in a timely and accurate manner

4.8  Ensure all bookings are in line with the Trust’s authorised signatory list.

5.     RESPONSIBILITY FOR LEADING AND MANAGING

5.1  To be responsible for first line management of the Radiology Admin Team Leader, Clerical staff, ensuring adequate cover is provided.

5.2  To be responsible for the daily management of staff, monitoring sickness and arranging cover for annual leave.

5.3  To develop PDPs with staff and ensure training and development needs are met.

5.4  To evaluate staff performance against PDPs taking appropriate action to ensure that staff abilities and aptitudes are developed and potential maximised in line with KSF.

5.5  To organise and conduct annual reviews and 6 monthly reviews.

5.6  To co-ordinate regular team meetings with staff including other relevant key personnel.

5.7  To maintain personal files for individuals and maintain as confidential.

5.8  To effectively address issues of poor performance, conduct and attendance.

5.9  To advise and be involved with on necessary HR issues involving staff directly supervised by the Team Leader.

5.10  Maintain oversight of Mandatory and Statutory Training (MaST) compliance and support annual staff reviews using ESR/Phoenix.

5.11  Attend and actively contribute to operational and performance meetings, including Patient Advice and Liaison Service (PALS), Cancer Patient Tracking List (PTL), Community Diagnostic Centre (CDC), Heads of Department (HoDs) and external reporting forums (e.g. Everlight).

5.12  Develop and maintain effective working relationships with radiologists, specialty doctors, registrars and operational teams to support service delivery and patient flow.

6.     RESPONSIBILITY FOR INFORMATION RESOURCES

6.1  To be familiar with Radiology IT applications including Soliton RIS, Sectra PACS, CareFlow EPR, Patient Flow and Microsoft Office applications.

6.2  To ensure Trust compliance with information governance standards around data correction and to support the Trust’s data quality initiatives

6.3  To monitor regularly all data quality reports that are relevant to the area and ensure corrections are actioned in line with targets.

6.4  To be responsible for maintaining information systems as required.

6.5  Attend weekly Cancer PTL meetings and provide operational updates on imaging performance and risks to patient pathways.

6.6  Monitor modality-specific worklists within Soliton on a daily basis to identify backlogs, risks and capacity issues.

6.7  Monitor Patient Flow daily, escalating delays and providing timely updates to clinical and operational teams.

6.8  Support ongoing monitoring of DM01 compliance and take proactive action to mitigate potential breaches.

6.9  Ensure the effective management and timely action of Radiology administrative mailboxes to support operational responsiveness and patient communication.

7.     RESPONSIBILITY FOR RESEARCH AND DEVELOPMENT

7.1  To participate in relevant training and development as offered by the trust. This may be mandatory courses, personal development courses and on-going training as processes and systems are updated in line with national guidelines.

7.2  To complete data quality audits, to identify areas of missing data and poor data capture.

7.3  To work in partnership with the IT data quality team on policies and procedures.