TB Administrator

Job summary

North Central London TB Network is a well established service providing world class care to patients and their carers across the five north central London boroughs. We are a nationally recognised, innovative team of nurse specialists, outreach staff and administrators who work closely with the respiratory and infectious diseases teams at the Whittington, Royal Free Pond Street and North Middlesex and University College London, hospitals. We are based in the outpatient setting at the North Middlesex, Royal Free and Whittington Hospital sites. This post is an exciting opportunity to work as a TB Administrator alongside the wider TB multi-disciplinary team. You will be a motivated , innovative individual who works efficiently and enjoys working with a diverse patient group. You will be comfortable working across hospital sites in order to meet service needs and as part of your training and development. You will be well supported by the clinical and administrative team and the wider MDT. You will receive a comprehensive induction and your training and development needs will be discussed and supported where appropriate.

Main duties of the job

As a TB administrator, the post holder will work as part of a dynamic multidisciplinary team in delivering effective support across North Central London (NCL) TB network.

The post holder will represent the TB service and will be 'the first point of contact' for patients and stakeholders. Therefore, they will need to work efficiently and demonstrate professionalism, initiative, and sensitivity always.

The role will require the post holder to be flexible in their approach to their working day. This will involve working across the NCL TB network.

About us

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

Job responsibilities

Arrange all appointments for clinics, in close liaison with and at the request of the nursing and medical team.

Refer contacts to other TB services for appointments and chase up screening outcomes as requested by TB nurses.

Collate patient records, prepare files for clinic and re file notes.

Notify GPs and patients of X-ray reports/ letters as requested by Consultant and TB Nurse Specialists

Provide front-line reception ensuring the reception area is always manned to receive patients and support all clinics.

Manage telephone, and personal enquiries pertaining to patients, including situations where people may be upset, anxious or angry. The post holder will be expected to manage these situations in a calm, efficient and polite manner.

Ensure that all patients are reminded of their appointments in advance.

Enter outcomes in an accurate and timely manner.

Maintain diaries as required.

Cooperate in the introduction of new technology and new working practices to ensure the smooth running of the department.

Partnership working

• Attend and participate in case review, cohort review and team and network meetings.
• To attend, participate and provide administrative supportto the weekly site MDTs.
• Contribute to building an effective team in exchanging views, ideas and communicating effectively.
• Attend and participate in cohort review and case review meetings, providing support as required.
• Assist in the induction and training of new staff.
• Work collaboratively as part of an integrated team.
• Liaise with UKHSA re referral of contacts/outcomes of contacts screened external to NCL TB service.

Professional responsibilities

• Attend service training and study courses as required for personal development and/or advancement of the service.
• Ensure 100% compliance with MAST training.
• Be aware and adhere to policies relevant to the TB nursing service.
• Participate in Trust and local initiatives as required.
• Adhere to the policies and procedures of the Trust.
• Be responsible for confidentiality in line with trust policies and procedures.

Responsibility for information

• Manage the generic email account daily and action all email appropriately.
• Look up and action results in a timely manner.
• Ensure that all clinical activity is recorded according to trust policy.
• Accurately input data using a variety of trust IT systems and the NTBS in a timely way.
• Strictly adhere to Caldicott principles and the Data Protection Act.
• Ensure all information held is kept up to date.
• Provide information/produce reports as requested.

Audit

Assist with the collection and provision of statistical data as required.

Be responsible for maintaining computer-based patient records, including registering patient referrals, outcomes and retrieval of information using patient administration systems and local databases using Microsoft Excel.

Maintain the TB nurses activity data base.

Please see attached full job description and person specification

Person specification

Whittington Health Core Values

Essential

• Demonstrate ability to meet Trust values: Innovation Compassion Accountability Respect Excellence

Education / Qualifications

Essential

• GCSE levels A to C in English and Maths or equivalent
• NVQ Level 3 or equivalent experience
• Evidence of further study in a relevant area (or equivalent experience)

Skills & Abilities

Essential

• Intermediate IT Skills
• Time management and organisational skills
• Ability to use own initiative
• Able to deal calmly and professionally with patients who may be upset/angry/distressed or vulnerable.
• Has a positively welcoming approach

Knowledge & Experience

Essential

• Basic Office experience (min 1yrs)
• Experience of working unsupervised and able to respond to situations as they arise.
• Able to compile accurate records/statistical data to produce and present reports
• Previous experience of dealing with the public

Desirable

• Reception work in an NHS or non-NHS setting

Personal Qualities

Essential

• Good communication skills: Oral and written.
• Positive approach to teamwork

Other

Essential

• Flexible approach
• Willingness to work across NCL sites.