About this role
Job summary The Faster Diagnosis Administrator plays a key role in supporting the early stages of the cancer pathway by ensuring all cancer referrals are processed promptly and accurately in line with the 28 Day Faster Diagnosis Standard. Working as part of a countywide service the post holder will liaise closely with GPs clinical teams and patients to gather information support triage and coordinate timely appointments. This is a fast paced office based role requiring excellent organisation communication skills and a compassionate approach when dealing with patients some of whom may be vulnerable or anxious. The role involves managing referrals booking appointments monitoring pathways and supporting the wider Faster Diagnosis Team to deliver safe efficient and patient focused care.
Main duties of the job
Process and manage all cancer referrals promptly in line with departmental policy and Cancer Waiting Times targets including the 28 Day Faster Diagnosis Standard.Liaise with GPs and other referrers to obtain complete and accurate information to support effective patient triage.Work closely with Faster Diagnosis Nurses and Coordinators to support efficient and timely triage and pathway management.Register and maintain accurate patient demographic and clinical information on PAS and other relevant systems.Book triage calls and first appointments within Trust and national timescales ensuring clinics and sessions are used to maximum capacity.Monitor and manage generic email inboxes, telephone enquiries and queries from patients and professionals.Act as a first point of contact for patients providing clear calm and empathetic information regarding appointments and pathways.Identify and escalate any pathway delays or risks to meeting targets to the appropriate colleagues and managers.Carry out table top triage where appropriate, under guidance from senior team members.Manage eRS referrals, including rejections and communication with GP practices ensuring accurate records are maintained.Accurately update and track patient activity across multiple systems and support data quality and performance monitoring.Provide cover for colleagues during periods of annual leave and sickness and assist with general administrative and office duties as required.
About us
At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:
Flexible working options to help you balance work and lifeNHS pension scheme for long-term financial securityGenerous annual leave allowance to recharge and relaxA strong focus on career development to help you grow and achieve your potentialAdditionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.
We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.
Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.
The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.
Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.
Job description Job responsibilities
The Faster Diagnosis Administrator will be responsible for ensuring that all cancer referrals are dealt with promptly adhering to departmental policy and Cancer Waiting Times targets and guidance. You will
Liaise with GPs and referrers to ensure all pertinent information is gathered in order to effectively triage the patient.
Liaise with Faster Diagnosis Nurses to ensure an efficient and timely triage for patients.
Ensure all cancer referrals are registered on PAS including demographical and clinical information.
Ensure sessions are used to the maximum capacity including short notice cancellations.
Ensure daily monitoring of generic email boxes and managing queries.
Carrying out table top triage where appropriate under guidance of Faster Diagnosis Team Manager and Faster Diagnosis Nurses
Ensure direct bookable referrals are accepted within the agreed timeframe of to meet departmental standards.
Be the first point of contact for patients and service users providing an in depth knowledge of outpatient scheduling procedures for their specialty across Somerset.
Identify any cases where it is not possible to allocate patients an appointment within the given timescales to the Faster Diagnosis Coordinator Team Manager and Service Manager to enable action to be taken to resolve and the standard to be met.
Provide cover for colleagues during periods of planned Annual leave and sickness as required.
Undertake additional office duties such as typing printing and posting as required.
The post holder will be working 22.5 hours ideally Wednesday to Friday for Somerset Foundation Trust as a county wide service. Whilst a base will be decided at appointment travel across both sites will be expected and the working pattern can be reviewed on appointment. This role will be Office based.
The main administrative duties for this post include
Daily checking of eRS for new referrals collecting all necessary information and directing as appropriate to the correct service for triage.
Booking Triage calls and first appointments within trust and national targets.
Responsibility for dealing with eRS rejections and issues. Communicating back to GPs on rationale and recording appropriately on eRS and PAS.
Responsibility for maintaining displaced appointments and appointments for booking on a daily basis.
Accurately recording and updating patient level data on multiple systems
Assisting the Faster Diagnosis Coordinator in investigating any complaints or incidents that may arise in relation to appointments.
Sending of PSA and FIT tests and tracking their completion.
Typing of results letters for certain specialties
Office management
This job description is intended as a guide to the principal duties and responsibilities for the post and should not be considered an exhaustive list. It is subject to change in line with future development of the service.
Person Specification
Qualifications Essential
Educated to GCSE (or equivalent) including English
Desirable
NVQ Level 2 (or equivalent) in business administration. Candidates who can demonstrate equivalent experience will be considered.
Experience Essential
Competent in the use of MS Office including proficient in Word Excel PowerPoint and Outlook At least One years relevant administrative secretarial experience or similar within the last three years. Health Care Sector administrative experience Good organisational skills Working as a team and working to deadlines
Additional Criteria Essential
Willingness to embrace change and remain effective in a dynamic fast moving service environment. Ability to create and maintain clear, accurate and precise documentation. Good time management skills. Able to exchange information with patients relatives and staff on a variety of departmental matters and procedures. Able to prioritise own workload and to relate to the priorities of the service. Required to spend a considerable period of working day sitting in front of a VDU.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Somerset NHS Foundation Trust
Address Yeovil District Hospital
Higher Kingston
Yeovil
Somerset
BA21 4AT
United Kingdom
Employer's website https://www.somersetft.nhs.uk/ (Opens in a new tab)