Medications Unit Administrator

Torbay and South Devon NHS Foundation Trust

This role supports the efficient and safe delivery of the Medications Unit Service for patients within the Rheumatology service and other specialties, from prescription to drug acquisition, whilst navigating the complexities of patients access on behalf of the prescribed biologics.

Our Medications Unit Coordinator will provide comprehensive administrative service to the management, medical and nursing teams involved within the Rheumatology service.

Main duties of the job

• Be the main person responsible for overseeing the medications unit, ensuring patients start medications in a safe and timely manner according to local protocols.
• Work under the clinical supervision of the medical, nursing and pharmacy teams to identify ways to develop the DMARD medication and biologics high cost drugs service.
• Regularly check and manage email, post and fax referrals and to flag urgent enquiries.
• Deal appropriately and professionally with all phone referrals and enquiries, using initiative as to their disposition.
• Collaborate effectively with other departments and services including GP surgeries and Homecare companies to ensure a smooth patient journey.
• Communicate effectively with patients ensuring they have information provided and queries answered in a way that suits them (e.g., by telephone, email or letter).
• Flexible working to cover all duties, organising own day to day work, multi-tasking as necessary to balance any conflicting deadlines.
• Participate in the selection and recruitment of staff, including shortlisting, interviewing and the subsequent orientation and training of successful applicants and maintain personnel files.
• Comply with trust policies and procedures.

About us

The Rheumatology team are based in Kitson Hall, Torbay Hospital. It is a multidisciplinary team, working closely together, committed to providing excellent services for our patients.

Job responsibilities

The successful applicant:

• will provide a professional and courteous service to a range of service users, liaising with patients, carers, families, health professionals and other organisations.
• will be expected to respond appropriately to unexpected and challenging situations which may include contact with patients in emotional situations maintaining a calm and professional approach supporting and coaching others to do so.
• has a requirement to manage and escalate issues and risks as appropriate.
• will liaise with colleagues, patients/clients and/or external contacts handling complex messages and complaints including sensitive information to help the team/service run efficiently and effectively.
• will be expected to adapt communication and use different communication methods according to diverse range of patient/client/customer needs and situations.
• create written/electronic correspondence including bespoke letters.
• be responsible for maintaining awareness of developments/priorities at work.
• line manages, trains and mentors colleagues/new staff, conducting regular one to one meetings and provide wellbeing and emotional support, performance management and professional development.

Enhanced and effective communication skills required with a range of stakeholders:

Internal:

To be able to use effective verbal communication on a daily basis with:

• Consultants and their teams
• Secretaries
• Nursing staff
• Clerical staff
• TSDFT management staff

To be able to use effective written communication skills in producing grammatically correct and legible letters/notes/emails in correspondence with:

• Consultants and their teams
• Secretaries
• Nursing staff
• Clerical staff
• TSDFT management staff

External:

To be able to use effective verbal and written communication skills in providing both medical and non-medical information to:

• GP practices
• Healthcare at Home
• Other Trusts both in and out of Devon

Person Specification

• Educated to GCSE level standard, including English Language, or equivalent.
• Sound understanding and observance of the principles of good data management, including legal responsibilities for data collection.
• Planning and organisational skills, including excellent time management.
• Evidence of good communication skills with colleagues at all levels.
• Attention to detail and high levels of accuracy.
• Experience of working in a constantly changing organisation and willingness to accept challenges.
• Experience of working with multiple departments and professionals at all levels.
• Good working knowledge of hospital systems e.g., Infoflex, IHCS, CRIS, ICE/cyberlab.
• Knowledge of Data Protection Act/GDPR.
• Knowledge of Caldicott Guidelines and Patient Confidentiality.

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.

Address

Kitson Hall, Torbay Hospital, Lawes Bridge