Job summary
Clinical Immunology-John Radcliffe Hospital
25 hours – Band 5
We are seeking to appoint an Administrator/Team Leader for Clinical Immunology to join our friendly team within Clinical Immunology. The post is based at the John Radcliffe Hospital.
We are looking for a person to join our small team. This is an important part of the efficient running of the department. We run treatment clinics for patients with antibody deficiency and a busy drug allergy clinic. This would suit a candidate who has excellent organisational and communication skills. You will be expected to liaise with staff and colleagues at all levels. You should have the ability to prioritise and manage your own workload. You will need to demonstrate initiative and flexibility in your approach and be able to work in a busy environment.
Knowledge of the Trust’s Electronic Patient Record System (EPR) and knowledge of elective access standards would be an advantage but not essential as training will be given.
This position requires the demonstration of strong organisational skills and the ability to work on your own initiative as well as being a team member. If you are self-motivated, enthusiastic and keen to join our team then we would encourage you to apply.
For further details / informal visits contact:
Angela Welby, Clinical Unit Manager on angela.welby@ouh.nhs.uk.
Main duties of the job
With other senior staff, effectively manage and take an active role in the continual development of the administration support within the Clinical Immunology department ensuring that appropriate and full administrative support is provided and full utilisation of staff at all times across the service.
The post holder is responsible for effectively managing the smooth operation of the administration support service and ensuring that elective referral targets in relation to day-cases, outpatient waiting times and that Trust and local targets are met in line with protocols and procedures are met at the John Radcliffe Hospital in a consistent and timely manner. The post holder will ensure that the processes in place fully support modernisation initiative such as elective direct access referrals. As such the team will liaise closely with Health Care professionals, managers, administrative and secretarial staff both within and outside the organisation as well as patients and relatives.
The post holder will be responsible for the supervision, training and development of staff in the Clinical Immunology secretarial team within the framework of their individual Personal Development Plans (PDP).
About us
The Oxford University Hospitals’ Clinical Immunology Department, is based at the John Radcliffe Hospital, it is a specialist centre for immunological disorders and allergy. It offers excellent life-long care to patients with antibody deficiencies, both in hospital clinics and in the home setting.
We also run several specialist allergy clinics including venom desensitisation, drug, and food allergy. We also work closely with Dermatology in running the general allergy clinics.
We are a small A&C team and work closely with the nursing and medical teams to give the best care to all of our patients.
Job description
Job responsibilities
Staff Management:
- To be responsible for the line management of the Clinical Immunology Secretariat, providing first level EPR support, ensuring that adequate cover is provided in all areas of activities.
- To be responsible for the daily management and supervision of staff, monitoring sickness, and arranging cover for annual leave, in accordance with Trust policies.
- To develop a personal development plan (PDP) with staff and to ensure training and development needs are adequately met. To evaluate staff performance against PDPs, taking appropriate action to ensure that staff abilities and aptitudes are developed and potential maximised.
- To allocate work for staff and to complete monthly sickness/salary return.
- To ensure that high standards of data quality are achieved, through implementing clear and robust procedures for staff to follow and identifying training needs and implementing training and development plans for staff accordingly.
- To manage recruitment, selection and training of all new staff within the team.
- To coordinate induction meetings for all new Clinical Immunology secretariat staff and act as contact for all induction queries.
- To take an active role in the training and development of other A&C staff within the wider A&C teams.
- To be responsible for the introduction and putting into practice of new or revised leave policies/procedures.
- Responsible for the regular audit of sick leave for the Clinical Immunology secretariat.
- To organise and conduct annual appraisals for the Clinical Immunology secretariat. Type appraisals on ELMAS and obtain agreement with appraises.
- To compose and maintain personal files for the Clinical Immunology secretariat and maintain as confidential.
- To monitor and maintain standards of performance of staff, using the Trusts counselling and disciplinary procedures where appropriate.
- To implement performance and management policy in relation to staff disciplinary management.
- To be an EPR super user and be actively involved within the training of EPR within the Department.
- Attend safety huddle and regular A&C, Governance and Clinical Unit meetings.
ADMINISTRATION SYSTEMS
- Use of EPR, Health Roster, Good Shape and NEP Fusion.
- To work with clinicians and other managers to ensure all appropriate admin work is completed in a timely manner using systems mentioned above.
GENERIC RESPONSIBILITIES:
- To act as the first point of contact for written and telephone enquiries on Clinical Immunology admin matters for patients, their relatives, the call centre, outpatients, medical secretaries, consultants, and junior medical staff. To deal with telephone contact with members of the public appropriately and sensitively in situations which may be stressful for both the patient and the staff member involved.
- Development and implementation of new or revised administration policy and procedures.
- Taking and relaying as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information.
- To assist the Clinical Unit Manager and Patient Access Manager in the writing of reports and documents.
- To work closely with the Clinical Unit Manager by undertaking and assisting project management directly related to the Department. This role will require analytical skills as well as being a capable communicator with excellent organisational ability.
- Co-ordinate attendees for meetings/training: timing, venue and refreshments as required for MSc, Deanery, University, and outside bodies.
- Organise departmental training inspections as required by Royal College of Pathologists/JCHMT.
- Harmonizing senior and junior medical leave for the Unit to provide appropriate clinic availability.
- Prepare and circulate monthly medical and laboratory on-all rota.
- To carry out surveys/audits as requested.
- To ensure that patient old paper case notes are correctly maintained by all staff and that high quality standards are maintained at all times and tracked appropriately using the relevant software.
- To receive and make telephone calls and take appropriate action/discuss with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
- Maintaining physical and electronic filing systems as well as other general ad hoc office management procedures.
- Must exercise judgement to analyse and resolve problems.
- Organise shipments of pathology specimen within the UK and Europe for diagnostic and research purposes.
- The post holder is required to work unsupervised and is expected to plan and organise his/her own time.
- Provision of information and advice to patients and relatives about appointments exercising judgement when dealing with patient enquiries; analyse and resolve patient problems.
- Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation including patients and relatives.
- Provide a courteous and responsive assistance to Clinicians and other Trust personnel and to those visiting the Trust from outside agencies.
- Will be asked to show flexibility should the need arise in covering for other personnel when on leave/sickness etc.
- Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients.
- Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission. With particular reference to Trust Health and Safety Policy notes.
- Attend monthly Clinical Unit Meetings
- Attend fortnightly Departmental Safety Huddle
- Attend monthly meetings with Patient Access Manager
- Attend regular A&C meetings
- To use knowledge and experience to offer help and advice when requested.
- To act as role model.
This job description is written in the knowledge that it is not exhaustive and will be subject to review as the needs of the department change or annually as required. The job description does not form part of the contract of employment.
An annual performance review would be expected in this post with feedback provided to both the manager and the employee on working practices and relationships as well as discussing future aims and objectives.
Job description
Job responsibilities
Staff Management:
- To be responsible for the line management of the Clinical Immunology Secretariat, providing first level EPR support, ensuring that adequate cover is provided in all areas of activities.
- To be responsible for the daily management and supervision of staff, monitoring sickness, and arranging cover for annual leave, in accordance with Trust policies.
- To develop a personal development plan (PDP) with staff and to ensure training and development needs are adequately met. To evaluate staff performance against PDPs, taking appropriate action to ensure that staff abilities and aptitudes are developed and potential maximised.
- To allocate work for staff and to complete monthly sickness/salary return.
- To ensure that high standards of data quality are achieved, through implementing clear and robust procedures for staff to follow and identifying training needs and implementing training and development plans for staff accordingly.
- To manage recruitment, selection and training of all new staff within the team.
- To coordinate induction meetings for all new Clinical Immunology secretariat staff and act as contact for all induction queries.
- To take an active role in the training and development of other A&C staff within the wider A&C teams.
- To be responsible for the introduction and putting into practice of new or revised leave policies/procedures.
- Responsible for the regular audit of sick leave for the Clinical Immunology secretariat.
- To organise and conduct annual appraisals for the Clinical Immunology secretariat. Type appraisals on ELMAS and obtain agreement with appraises.
- To compose and maintain personal files for the Clinical Immunology secretariat and maintain as confidential.
- To monitor and maintain standards of performance of staff, using the Trusts counselling and disciplinary procedures where appropriate.
- To implement performance and management policy in relation to staff disciplinary management.
- To be an EPR super user and be actively involved within the training of EPR within the Department.
- Attend safety huddle and regular A&C, Governance and Clinical Unit meetings.
ADMINISTRATION SYSTEMS
- Use of EPR, Health Roster, Good Shape and NEP Fusion.
- To work with clinicians and other managers to ensure all appropriate admin work is completed in a timely manner using systems mentioned above.
GENERIC RESPONSIBILITIES:
- To act as the first point of contact for written and telephone enquiries on Clinical Immunology admin matters for patients, their relatives, the call centre, outpatients, medical secretaries, consultants, and junior medical staff. To deal with telephone contact with members of the public appropriately and sensitively in situations which may be stressful for both the patient and the staff member involved.
- Development and implementation of new or revised administration policy and procedures.
- Taking and relaying as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information.
- To assist the Clinical Unit Manager and Patient Access Manager in the writing of reports and documents.
- To work closely with the Clinical Unit Manager by undertaking and assisting project management directly related to the Department. This role will require analytical skills as well as being a capable communicator with excellent organisational ability.
- Co-ordinate attendees for meetings/training: timing, venue and refreshments as required for MSc, Deanery, University, and outside bodies.
- Organise departmental training inspections as required by Royal College of Pathologists/JCHMT.
- Harmonizing senior and junior medical leave for the Unit to provide appropriate clinic availability.
- Prepare and circulate monthly medical and laboratory on-all rota.
- To carry out surveys/audits as requested.
- To ensure that patient old paper case notes are correctly maintained by all staff and that high quality standards are maintained at all times and tracked appropriately using the relevant software.
- To receive and make telephone calls and take appropriate action/discuss with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
- Maintaining physical and electronic filing systems as well as other general ad hoc office management procedures.
- Must exercise judgement to analyse and resolve problems.
- Organise shipments of pathology specimen within the UK and Europe for diagnostic and research purposes.
- The post holder is required to work unsupervised and is expected to plan and organise his/her own time.
- Provision of information and advice to patients and relatives about appointments exercising judgement when dealing with patient enquiries; analyse and resolve patient problems.
- Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation including patients and relatives.
- Provide a courteous and responsive assistance to Clinicians and other Trust personnel and to those visiting the Trust from outside agencies.
- Will be asked to show flexibility should the need arise in covering for other personnel when on leave/sickness etc.
- Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients.
- Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission. With particular reference to Trust Health and Safety Policy notes.
- Attend monthly Clinical Unit Meetings
- Attend fortnightly Departmental Safety Huddle
- Attend monthly meetings with Patient Access Manager
- Attend regular A&C meetings
- To use knowledge and experience to offer help and advice when requested.
- To act as role model.
This job description is written in the knowledge that it is not exhaustive and will be subject to review as the needs of the department change or annually as required. The job description does not form part of the contract of employment.
An annual performance review would be expected in this post with feedback provided to both the manager and the employee on working practices and relationships as well as discussing future aims and objectives.
Person Specification
Shortlist offline
Essential
- Add “2” for interview, “0” for rejected
Person Specification
Shortlist offline
Essential
- Add “2” for interview, “0” for rejected
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.
