To provide administrative and clerical support to a MDT service. The post holder will be responsible for the provision of a full.....
To provide administrative and clerical support to a MDT service. The post holder will be responsible for the provision of a full and effective administrative and clerical support service to a MDT. He/she will also be responsible for inputting data onto the PPM database system and producing reports as required. The post holder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department. 3. ORGANISATIONAL CHART 1 The Trust reserves the right to require employees to work either temporarily or permanently at or from any other of the Trusts establishments at any time Business Manager Assistant Business Manager (ABM) Assistant PSC MDT Admin Officer (This Post) AfC number (1467) 2 4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY MDT meetings To provide administrative support for MDT meetings as required e.g. organising meetings including ensuring x-rays and notes are available as required, checking access arrangements, booking rooms, liaising with members regarding dates, sending out notice of meetings, agendas and minutes. To attend and service MDT meetings as required. This could include welcoming participants, taking minutes and typing them up and circulating them after approval. Data Collection Collect all relevant information relating to these patients. This includes information required for audits. Use the Patient Administration System and other related support systems to ensure all data is captured. Enter information onto PPM, the clinical information system (database). Liaise with MDT Co-ordinator and ensure the 100% data capture and accuracy of information entered onto the database in line with local and Trust policy. Undertake data audit and system development where guided To contribute to the production of information for distribution across the Trust and to other relevant organisations. Use departmental database for recording appropriate information as requested and producing reports. Admin Support To provide a full clerical support service to the MDT including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents To deal with communications and ad hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals. Receiving and relaying general verbal/written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary. To maintain and update mail-outs and labels for Trust and staff departments, advisory group members and voluntary and community organisations and organising electronic or paper mail-outs to such groups as required (typing, copying and posting etc.) To adhere to relevant Statutory Instruments and Trust policies and guidelines e.g. Data Protection, Health and Safety, Confidentiality and personnel policies and guidelines. AfC number (1467) 3 5. THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values 6. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 7. INFECTION CONTROL The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. 8. HEALTH AND SAFETY / RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in AfC number (1467) 4 particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system 9. EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. 10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. 11. COMMUNICATION & WORKING RELATIONSHIPS The post holder will be expected to establish, maintain and respect good working relationships and communication with both internal and external organisations, institutions and individuals with whom they come into contact, including those associated with the specialty area and as appropriate within the role. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. 12. SPECIAL WORKING CONDITIONS Physical effort: Speed and accuracy in typing. Accuracy needed for inputting information (e.g. on spreadsheet, departmental database). Needs to sit at the computer most of the day. Sometimes needs to lift and move stationery, boxes of leaflets or files etc. For example, boxes containing five reams of paper. ii) Mental effort: Needs to concentrate most of the time and deal with interruptions e.g. the phone ringing, being asked to leave one task to do another more urgent task Mental effort is required for example: when dealing with a wide range of enquiries setting up meetings and organising venues AfC number (1467) 5 researching information for manager including but not exclusively from the internet organising filing systems preparing documents for reports taking minutes for meetings inputting information onto a database and producing reports from the database. concentration when typing complicated documents organising and prioritising work and progress chasing planning and thinking ahead to ensure effective support to manager iii) Emotional effort: Busy department. Working alongside patients with a diagnosis of cancer. iv) Working conditions: Needs to work at a computer for most of the day. Flexibility with hours to attend occasional early morning/evening meetings.
