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Detailed job description and main responsibilities

Main duties and responsibilities

In liaison with the Lead Clinician, manage the UK Pulmonary Hypertension Service.

To liaise with collaborating units in other Trusts and manage a National Specialised Commissioning Team (NSCT) designated UK service 
The Trusts include Bristol Children’s Hospital, Leeds General Infirmary, The Freeman Hospital in Newcastle-Upon-Tyne, Birmingham Children’s Hospital, Yorkhill Hospital Glasgow, and the Royal Belfast Hospital for Children.  This will involve:

•    Ensuring rapid communication of information between the local Consultant and the team at GOSH.

•    Arranging joint clinics between the GOSH visiting team and the local Consultant in each of the Trusts.

•    Arranging tele-clinics between GOSH and outside Hospitals. 

•    Arranging the travel of GOSH staff to these clinics on a bi-weekly basis.

To manage, maintain and be responsible for the national database for the UK Pulmonary Hypertension Service for Children, entering data, retrieving data and preparing quarterly reports to submit to the Department of Health.

To be responsible for tracking the activity and financial status of the service and to ensure that GOSH Trust is remunerated appropriately.

To be responsible for tracking the funding of specific therapies and to ensure that the GOSH Trust is not paying for drugs which ought to be funded by the Primary Care Trust under NSCT agreement.

To be responsible for organising six-monthly meetings between the GOSH team and the responsible Consultants in the principle collaborating Trusts.

To attend the weekly multi-disciplinary meetings as the unit administrator of the UK Pulmonary Hypertension Service for Children.  To take the minutes at these meetings and distribute to all parties involved, within the Trust and external agencies.

To be responsible for maintaining diaries and arranging meetings as required by the Pulmonary Hypertension Team.

Administration/Secretarial Duties

To provide the full range of secretarial support to the Pulmonary Hypertension Team.  Such support includes accurate and efficient typing of letters, correspondence and reports, presentations, appointments and waiting list, and general filing.

To ensure all referral letters are processed in a timely manner. 

To be responsible for the organisation of the outreach clinics undertaken by the Consultant and any other secretarial work resulting from these clinics.
Working alongside the Cardio-respiratory booking office, maintain the Pulmonary Hypertension waiting list on EPIC, ensuring the list is regularly validated and accurately reflects demand.

To arrange new and follow-up appointments and arrange transport as necessary.

To liaise with relevant departments regarding investigations and results.
To cancel clinics and complete appropriate clinic forms and advise all parties.

To organise peripheral clinics including arranging clinic dates, making appointments, filing and arranging admissions for tests/surgery and maintain the peripheral clinics spreadsheet for clinics held by the Consultant.

To oversee departmental projects and implement any new changes required, ensuring staff in the unit are aware of the changes.

To be responsible for routine administration, handling post and ensuring that computer and other office equipment remains in working order and is appropriate to the needs of the office.

To ensure the accurate and appropriate use of the EPIC system to register, make appointments for and code patients.

To work with the Cardio-Respiratory Management Team in line with the Modernisation and NHS Plan in relation to outpatient waiting times ensuring all patients are seen within agreed targets.

Communication
In liaison with clinical staff, establish appropriate working patterns in order to provide an optimum secretarial service and communicate any changes to appropriate staff.

To establish close working relationships with other clinical units in Great Ormond Street Hospital, other Trusts, external agencies to ensure a cohesive and efficient service.

Maintain absolute confidentiality regarding patient information to all parties unrelated to their medical care.

Appropriately receive, re-direct and make telephone calls to and from the department as required and ensure, where possible, that telephone calls are diverted to an appropriate person if the office or department is unmanned.

To monitor queries and ensure that they are responded to in a timely fashion.

To ensure that visitors and enquiries to the ZCR office, in person or by telephone, are handled courteously, efficiently and with sensitivity (e.g. with regard to bereaved parents) and that they receive accurate information and appropriate advice.  

To deal with enquiries from other hospitals and outside agencies and also enquiries relating to Private Patients and overseas visitors.

General Administration Duties

To know how accurate and timely data collection helps the Trust deliver patient care now and in the future.

To help your team meet its data quality targets by:
•    using data reports to correct errors and be aware of ongoing performance. Errors/omissions identified in data quality reports should be corrected within a month, for those data items where it is possible to do so

•    referring to the EPIC business procedures, data dictionary and user guides, all available on the Great Ormond Street Web.

To adhere to the Trust’s service agreement procedures and manage the processing of referrals and admissions to ensure that all patient episodes are covered by a service agreement or overseas visitor authorisation.

To assist and support in collating administrative requirements, for example, to collate information relating to quality monitoring of Patients Charter Standards, as requested by the Cardio-Respiratory Management Team.

To carry out general administrative duties such as photocopying, sending and receiving faxes, opening and distribution of post and sending out of correspondence.

To cross cover urgent activities and to deal with telephone enquiries on behalf of one or more administrators/medical PA’s during periods of annual leave/sickness absence.

To carry out other relevant duties as instructed by Cardio-Respiratory Management Team which are commensurate with the post and grading.

General

Great Ormond Street Hospital Trust is a dynamic organisation, therefore changes in the core duties and responsibilities of the role may be required from time to time. These guidelines are not a term or condition of contract.

The post holder must at all times carry out his/her duties and responsibilities with due regards to the Trust’s Equal Opportunities Policy.  The post holder will be expected to promote and implement the Trusts equal opportunities policy

The post holder will have access to confidential patient information which may only be disclosed to parties entitled to receive it.  Unauthorised disclosure may result in disciplinary action being taken against the post holder

All applicants to any post within the Trust are required to declare any involvement, either directly or indirectly, with any firm, company or organisation which has a contract with the Trust. Failure to do so may result in an application being rejected, or, if it is discovered after appointment that such information is being withheld, then this may lead to dismissal.

The post holder will have access to confidential information which may only be disclosed to parties entitled to receive it. Unauthorised disclosure is a disciplinary offence.