Job summary
- Main area
- Administration
- Grade
- Band 4
- Contract
- Fixed term: 6 months (With the view of making substantive contract within the 6 months)
- Hours
- Part time - 22.5 hours per week (Monday, Tuesday, Thursday 9-5)
- Job ref
- 279-6198681-APR24
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Sussex County Hospital
- Town
- Brighton
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- 01/05/2024 23:59
- Interview date
- 06/05/2024
Employer heading
Senior Thrombosis and Anticoagulation Service Administrator
Band 4
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First . In fact our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
The Senior Thrombosis & Anticoagulation Administrator has responsibility for the administrative organisation of anticoagulation and thrombosis clinics , the day to day smooth running of the service; receiving referrals and dealing with complex anticoagulation queries.
You will work directly with patients in clinical settings and be the face and initial contact point representing the Thrombosis and Anticoagulation Team.
You will become a trained expert in providing point of care (POC) testing for patients in our face to face clinics in main OPD. POC testing will include you being competent to train other staff and patients in this specialist equipment.
The Senior Thrombosis & Anticoagulation Administrator functions at a higher competency level than that of other Administrative Support; one that involves high level patient contact and delivery of care, along with a higher level of clinical knowledge base and accountability within this specialist subject matter.
This role requires a candidate who has the ability to manage and deal with sensitive and contentious information. You will ideally have NHS background experience with access to multiple NHS IT systems already, have excellent telephonic skills and be able to document information clearly and concisely.
The Senior Thrombosis and Anticoagulation administrator must be an excellent team worker but also able to work autonomously and problem solve as required.
Main duties of the job
Admin
Lead, manage and be accountable for the use of the point of care (POC) testing device CoaguChek (CC) in clinic. Ensuring quality controls are in place.
To provide fast anticoagulation referral reviews, adding referrals to the DAWN database and CAREFLOW. Book clinic appointments where appropriate.
To identify and problem solve on-going service issues and report to the
Administration Manager and/or CNS as appropriate.
Liaise closely with the Administration Manager, Service Lead and CNS team highlighting any issues in a timely manner.
Ensure safe and smooth running of Nurse and New patient face to face clinics. Obtain fingerpick blood samples using the CoaguChek. Keep accurate records of the result and report to the CNS in the Anticoagulation Clinic.
Ensure all necessary internal and external quality controls on the CoaguChek are carried out and accurate records kept. Quarterly Quality Controls undertaken and reported via NEQAS. Report any issues to the Administration Manger.
Ensure all clinical responsibilities are conducted according to Trust policies and guidelines regarding infection control and prevention. Contribute to the provision of a safe and therapeutic environment for all staff, patients, relatives, friends and hospital visitors.
Answering patient telephone line including managing the answerphone system, dealing with complex anticoagulation queries, rebooking appointments as appropriate. Passing on advice provided by the CNS when required.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Detailed job description and main responsibilities
At all times follow the Anticoagulation Service Guidelines. Set up clinic lists. Ensuring patients are aware of when they are due in clinic. Look out for expected INR results using WINPATH and give to the CNS for
dosing in a timely manner.
Ensure all patients who have had an INR taken have been dosed and a mailer printed out for that episode. Ensure DNA lists are printed out daily and that all have been actioned by the CNS and a mailer printed.
Ensure all mailers are posted out on the same day to ensure next day
delivery.
Ensure that all discharge referrals are processed in a timely fashion in a way that does not delay the discharge of patients and result in ‘bed blocking’. Liaise with CPAMS and book patients’ appointments on discharge into their clinics as required.
Ensure all patients seen in clinics are booked onto Careflow and have an
outcome recorded.Ensure that all relevant documentation is scanned onto the patient’s DAWN record in a timely fashion.
Order and send notes as requested using the electronic tracking system on
Careflow for booking patients notes in and out of the department and ensuring that the Trusts Health records policy is adhered to.
Assist the lead acute medical consultant in the maintenance of up to date
patient records on the Careflow/DAWN databases, and the generation of
patient letters following clinic appointments. In addition ensure that any follow up investigations required are requested in a timely fashion.
Participate in administration duties such as filing, photocopying and database entry.
Support administration of project work and service development.
Be able to record CRIS monitoring, independently conduct patient data audits of service users as requested by the Administration Manager and Lead Thrombosis and Anticoagulation CNS.
Responsible for using IPROC and ordering stationary where required.
Person specification
Qualifications and Experience
Essential criteria
- Achived GCSE 4-9 or equivalent
- Excellent Communication Skills, written and Verbal
- Excellent interpersonal skills, engagement skills and team working
- Experience in the field of administration and data analysis obtained through qualifications or the equivalent practical experience gained through working in a high level administration setting including taking, recording and distribution of minutes
- Good organisation skills
- Able to organise own work, (including good time-keeping) and to work methodically. Ability to work as part of a team as well as autonomously
- IT experience in Access and or Excel and Microsoft word
Desirable criteria
- Experience working with hospital / clinic settings
- NVQ 3 or equivalent experience
- Knowledge and experience of internal and external quality controls / CoaguChek
- Knowledge of and ability to take, record and distribute minutes of meetings
- Computer literate in all hospital IT systems to include Careflow, Bamboo, IPROC, Winpath
Equality, Diversity, and Inclusion
Essential criteria
- Evidence of having championed diversity in previous roles (as appropriate to
- Evidence of having undertaken own development to improve understanding of equalities issues
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Karen Lewis
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 01273 664578
- Additional information
My hours of work are Monday - Friday 9-5
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