Newborn Hearing Screening and Clinic Support Administrator – job description
(This is intended as a guide and may not include every role and responsibility - also see Staff Handbook which will be provided to you when you start work).
The principle responsibilities set out below provide a general description of the duties of the Administrator. From time to time and as for all staff employed by the charity, you may also be asked to assist with other Elizabeth Foundation tasks, for which appropriate support would be provided.
Principle Responsibilities
1 For Newborn Hearing Screening, carry out the following tasks on a timely and efficient basis:
· Print out monthly lists of all outpatient screening clinics (may include locations: TEF, Gosport, Petersfield, Portsmouth Birthing Unit). NHSP Local Manager confirms the Screener Allocation to staff these clinics. Using the Patient Administration System (PAS) computer system, cancel any clinics that are not required or which cannot be staffed.
· For all babies born at Queen Alexandra Hospital (QAH), Gosport War Memorial Hospital, The Grange Petersfield, Portsmouth Birthing Unit, and Home Births within Area: make outpatient appointments by using the PAS computer system and contacting the parent/guardian of all babies where necessary. (Input information for this is provided by Screeners or collected from the screening office at QAH).
· Make outpatient appointments for babies born out of area, or who have discharged from their maternity unit before screening – input information provided by NHSP Local Manager.
· On occasion, assist with making outpatient appointments for babies born at St Richards Chichester and/or Isle of Wight; this is dependent on staffing levels in those centre and will be instructed as necessary by the NHSP Local Manager.
· Make appointments for any babies that require to be screened again. Information about this is provided by Screeners who request the appointment by phone or who provide written information out of hours.
· For babies that have been screened in their maternity unit or in the community, Take-On appointment data is received from screening teams every day. This data needs to be added to the PAS system and recorded appropriately as an attended/discharged appointment.
· Using information provided by the NHSP Local Manager, add templates to the PAS system for any additional clinics that have been added to the regular schedule (may include diagnostic clinics for babies that have been referred in the screening process and are undergoing more detailed testing). Delete clinics that are no longer required.
· For diagnostic clinics (noting sensitivity of these and acting appropriately), give appointments and update the PAS system accordingly to cover QAH, St Richards Chichester and Isle of Wight. This often involves direct contact with families by telephone to ensure clear communication, sensitively made, and to ensure that the appointment is set at a convenient time.
· Review all screening clinics for empty timeslots and cancel these as necessary to ensure that capacity is properly used and monitored.
· Make follow-up appointments (at baby age 8 months) for certain patients based on instruction from NHSP Local Manager; generate appointment letters as necessary.
· For hard-to-contact families, carry out GP Tracking (training will be provided as necessary) to confirm patient GP details and update PAS accordingly
· Act as point of contact for screening teams and other colleagues involved in newborn screening, handling queries about clinics and appointments to ensure smooth and efficient running of activities.
· On working days, assist the Receptionist if required to ensure that all outpatient screening clinics (including clinics not held at TEF) are attended and discharged on PAS.
· Make new appointments for babies that did not attend their outpatient appointment; following current guidelines for DNA and CND management as instructed by NHSP Local Manager.
2 For Audiology AS clinics and other Audiology activities:
· Assist the Receptionist during busy periods, to help ensure that appointment reminder/confirmation calls for all clinics (AS, screening and diagnostic) are made in a timely and effective way and updated promptly on PAS. This should be done when requested by the Receptionist, Line Manager or NHSP Local Manager, and assistance also proactively offered whenever possible.
· Receive phone calls from patients (all types of clinic) to confirm/decline appointments, updating PAS as necessary and directing the patient as appropriate if a new appointment is needed (usually to QAH Audiology department for AS appointments)
· Provide reasonable or urgent Receptionist cover if needed (during own working hours, and deferring other duties if necessary), liaising with TEF Line Manager and NHSP Local Manager or other senior staff and colleagues. This is necessary to help ensure a high standard of service is always provided by TEF for Audiology and newborn screening support services.
3 Generally, to work as a team member with colleagues to ensure that the Test Centre building is kept clean, tidy and safe each day; sharing cleaning tasks as necessary, notifying repair and maintenance needs or safety concerns.
Skills and abilities of the role
Essential:
· Punctual and reliable in attendance at work
· Good interpersonal skills
· Strong recognition of the need for confidentiality, respecting and following data protection and safeguarding requirements at all times
· Ability to adapt and be flexible; procedural requirements of the role do change from time to time
· A good team-worker
· Capable of using sound judgement within the role when required
· Be sensitive to the needs and concerns of families with newborn babies, and in particular families whose baby has been referred in the screening process
· Willing and able to undertake appropriate general training and development, including safeguarding training when required
· Good oral (including telephone) and written skills
· Appropriate dress/appearance for working in an environment alongside clinical staff and the public including vulnerable children
· Good general keyboard skills including Word, Excel and email systems
· Accuracy, diligence and thoroughness
Desirable or Advantageous:
· Current PAS user (hospital computer system) an advantage
· Foreign language skills would be a useful addition to the team
· Personal or professional experience related to hearing loss
· Experience or enthusiasm to assist with charitable fundraising events (including unpaid out of hours) as a staff member of TEF
· Childcare or Early Years experience (to assist or provide paid cover by arrangement of additional working hours, to TEF nursery activities)
The Elizabeth Foundation, 2014 3