IPU Admin Team Leader

The Integrated Procedures Unit (IPU) has an exciting opportunity for an organised, experienced and motivated administration coordinator to become the admin team leader on IPU/DOSA. The IPU delivers a comprehensive range of day case procedures to oncology patients. Our services include the procedures team, endoscopy, interventional radiology, local anaesthetic operating theatre, Day of Surgery Admissions unit (DOSA), recovery bays, dressings clinic and an outpatient clinic. This role is for 37.5 hours per week, Monday to Friday. IPU is closed on weekends and Bank Holidays, so this is a great opportunity to achieve an excellent work-life balance whilst joining a dynamic, fast-paced service.

Responsibilities

• Provide efficient coordination of work activity and schedules within the IPU reception, procedure team and interventional radiology team to maximise departmental efficiencies.
• Act as a role model to the admin team, motivating the team to perform at the highest standard.
• Support with the recruitment and induction of new members of staff.
• Produce the weekly admin staff rota ensuring all admin services within IPU are covered.
• Ensure full compliance of the admin team with ESR training and appraisal processes.
• Provide the IPU Core Team and in-patient wards with relevant pre procedure information including Covid screening requirements, fasting, pre procedure bloods and anti coagulation guidance in accordance with clinician instruction and Trust policy.
• Deal with general enquiries from patients, relatives, other hospital staff and outside agencies, taking appropriate action where required.
• Arrange transport for patients as needed.
• Answer queries promptly and courteously, taking appropriate actions according to the mode of enquiry or the information required.
• Accurately input data onto information databases.
• Prepare patient admissions lists and theatre lists.
• Update hospital case notes tracking systems, ensuring the location of case notes is accurately always recorded.
• Provide administrative support for IPU/DOSA reception.
• Work as part of the multidisciplinary team on IPU, prompting effective communication.
• Maintain cleanliness in the work environment in line with Trust and local health and safety policies.
• Regularly review working practices and develop and implement new ways of working.
• Identify areas for self development and training within the Performance Planning and Development Review structure.
• Schedule all referrals appropriately and according to waiting time requirements and liaise with clinical staff regarding vetting of the booking.
• Using knowledge of booking procedures, allocate procedures to the appropriate staff/Consultants.
• Arrange patient admission to IPU.
• Communicate with patients regarding their procedure; provide advice and guidance to patients and their relatives regarding appointments, procedures, information leaflets and preparation for their examination/procedure.
• Provide in patient wards with the relevant pre procedure documentation.
• Ensure patients have been prepared properly before procedures (fasting, blood results acceptable and documentation completed) and liaise with inpatient wards.
• Communicate with multiple team members and departments to ensure an efficient patient pathway.
• Escalate queries to appropriate lead.
• Plan and prioritise own workload.
• Schedule waiting list and admissions onto Careflow.
• Utilise Cris system to manage patient procedural appointments and attendance.
• Undertake line management responsibilities for Band 2 and Band 3 admin staff members under the supervision and guidance of the Unit Manager.
• Produce weekly admin rota to ensure all services within IPU have appropriate admin support.
• Participate in staff meetings as required and put forward proposals that may enhance quality of care and service provision.
• Assist with the induction of new staff and act as a mentor, supporting and teaching other members of trained and untrained staff as required.
• Support audits as directed by the Service Manager or Clinical leads.
• Welcome patients and visitors to the Unit, providing reassurance, support and comprehensive advice as required.
• Manage general enquiries from patients, relatives, outside agencies and other staff members.
• Liaise with other departments and hospitals as required.
• Maintain patient confidentiality at all times.
• Record patient attendance on Careflow, Cris or Theatreman systems in an accurate and timely manner.
• Update the hospital case note tracking system, ensuring the accuracy of data entry.
• Maintain oversight of the Surgical Dressings Clinic and Out Patients Clinic, ensuring efficiency of the patient experience.
• Maintain a high standard of personal work while acting as a member of a team.
• Familiar with and observe the local rules of the department, Safety at Work and COSHH regulations.
• Familiar and adhere to Standard Operating Procedures (SOP) and departmental protocols.
• Demonstrate a pleasant and approachable manner and help create and promote a good working relationship.
• Show professional and courteous manner when answering the telephone and other enquiries.
• Maintain confidentiality with regard to patient information both at work and outside working hours.
• Adhere to all policies including sickness and absence, confidentiality, uniform and responsibilities under the Health and Safety at work act and be familiar with all risk assessments.
• Demonstrate respect for members of the team and endorse the department's philosophy of giving mutual support.
• Adhere to Trust uniform policy.
• Be responsible for own personal development and for maintaining a personal development plan.
• Complete the IPU induction programme.
• Annually attend all mandatory study days as per Trust and unit guidance and ensure compliance with all essential training.
• Maintain Continuous Professional Development in line with Trust Policy.
• Further develop knowledge and skills relevant to the clinical area by undertaking appropriate training and courses of study.

Qualifications

• GCSE English Language and Mathematics or equivalent qualification.
• Qualification at NVQ4 or Certificate of the Institute of Health Record and Information Management (HRIM, ECDL or equivalent knowledge and experience).
• Qualification in computing technology.

Experience

• Experience of working with people in a healthcare setting.
• Experience in IT administration including data management.
• Experience in people management.
• Customer care experience/training.

Skills

• Good understanding and demonstrated use of Microsoft Word and Excel, Office and PowerPoint.
• Ability to manage a team.
• Ability to prioritise workload.
• Ability to deliver team teach training.
• Good understanding and demonstrated use of the full Microsoft Office.

Knowledge

• Knowledge of patient administration systems and outpatient clinic systems, case note procedures and ward admission procedures.
• Knowledge of Human Resources policies and procedures.
• Knowledge of medical terminology.

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.

£28,392 to £31,157 a year per annum pro rata