Tlhc Admin Assistant Clerk

Targeted Lung Health Check (TLHC) Programme operates from LHCH as part of a national project aimed to facilitate earlier diagnosis for patients considered to be at high-risk of developing lung cancer. Liverpool Heart and Chest Hospital have been selected as the Single Point of Access (SPA) provider for multiple place areas within Cheshire & Merseyside. Eligible participants who are aged between 55-74 who smoke or have ever smoked will be invited to attend a lung health check. The health check will be conducted by a lung specialist nurse who will complete the assessment and provide lung health advice; the results of the assessment will then be used to calculate a persons individual lung cancer risk score. Anyone at high risk will be invited to have a low-dose CT scan. The objective of the program is to deliver a service that supports and facilitates the early detection and treatment of lung cancer and to improve the respiratory health of the population. The Administrative Assistants will be responsible for providing clerical and administrative support for the TLHC program. Working as part of a multi-disciplinary team they will issue invitations adhering to program deadlines, be a direct point of contact for participants, provide call handling services, schedule appointments and any follow up appointments and provide the nursing staff with administrative support to ensure onward referrals / outcomes are issued in line with KPI targets. The role will require a flexible approach and the candidate will be required to work in a fast-paced environment, delivering to tight deadlines. PRINCIPAL ACCOUNTABILITIES To provide comprehensive, high quality and efficient administrative booking and scheduling service for the TLHC program. As part of the single point of access administration team the post holder will provide clerical and administrative support to all members of the multidisciplinary team. To ensure program participants are provided with the key information required and are booked for their lung health check appointment in line with targets and KPIs. The post holder will follow service process and operational guidelines to ensure participants receive continuity of care through clear and timely communication. The post holder will have experience with customer service relations including call handling. KEY DAY-TO-DAY RESPONSIBILITES To be the first point of contact for participants wishing to engage in the programme. To have an in-depth knowledge about eligibility criteria. Effectively process and accept referrals for participants wishing to partake in the program. To record telephone contacts and administrative templates in the electronic patient record system (EMIS Web) in line with service guidelines. To provide key information, advice and guidance to participants. To undertake administrative duties in line with the participant admin pathway management process. To maintain confidentiality in respect of all patient and staff information in line with Data Protection Act. To be customer focused when representing the service; ensuring the reception given to participants is welcoming, supportive and helpful. To deal with all calls, enquiries and messages in a professional manner, relaying messages to the wider team and taking appropriate action. Send and receive electronic and direct mail documents. Use appropriate methods of communication in order to build confidence and credibility of the service with representatives from external agencies and organisations. Manage and prioritise own workload. Work as an effective team member, demonstrate good personal communication skills and actively promote excellent team and interdisciplinary relationships. Assist with data collection activities by ensuring records are up to date; maintain accurate, clear and legible documentation in all legal records in accordance with the Data Protection Act. Monitor virtual lung health check clinics to ensure full utilisation of slots and escalate any issues to Admin Team Lead. Monitor and action EMIS tasks in a timely manner. GENERAL RESPONSIBILITIES : To ensure efficient running of office, holding accountability for monitoring and ordering stationery, maintenance of office equipment and reporting any concerns appropriately. To record compliments and/or complaints, reporting any complaints to Admin Team Lead. The post holder will be expected to carry out any other duties, as required, commensurate with their pay band. To work with TLHC and wider teams to ensure a coordinated approach is provided for service delivery. The post holder will be required to facilitate and support new starters to carry out their role. ORGANISATIONAL Being aware of and adhere to administrative procedures and protocols relevant to the post. Observing and adhering to all Trust policies and procedures. Demonstrate Trust values and behaviours (outlined in staff handbook) at all times. EDUCATION AND TRAINING To contribute to and agree a continuing Personal Development Plan. Ensuring completion of timely PDR/Appraisal process with designated line manager. To attend internal or external courses as agreed within the plan or ad hoc training and development as requested by management. To attend on-going refresher training within their job role as legislation changes and upgrades to the EMIS or other local systems are introduced. Ensure mandatory training including Information Governance training is maintained within compliance date arranging time with line manager to complete when required. Participate in departmental meetings and awareness sessions as and when required. Employees are expected to develop their IT skills necessary to support the tasks included in their post. They may be required to undertake any necessary training to support this. The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the post holder.