Golden Jubilee National Hospital
NHS National Waiting Times Centre
Chief Executive Jill Young
Recruitment line: 0800 0283 666
Dear Candidate
POST: CANCER TRACKER / WAITING LIST CO-ORDINATOR
HOURS: 37.5 HOURS PER WEEK
CLOSING DATE: 6th May 2015
The National Waiting Times Centre Board welcomes your enquiry in connection with the above post. Please find enclosed an information pack.
Should you wish to submit an application for the above post, please ensure you do so in advance of the closing date. Late applications will not be forwarded for short listing.
Should you contact the recruitment team to discuss any queries regarding your
application it is advisable that you retain the job reference number as you will be asked
to quote this when you call. Please note that we no longer acknowledge receipt of
applications and therefore you will not receive any further communication until
after the post has been shortlisted.
In the meantime, I wish you success with your application and should you require any further information or wish to check the progress of your application please do not hesitate to contact the recruitment team on the contact telephone number shown above.
Yours sincerely
Sandra Hill
Recruitment Assistant
NATIONAL WAITING TIMES CENTRE BOARD
INFORMATION PACK
FOR THE POST OF
CANCER TRACKER / WAITING LIST CO-ORDINATOR
37.5 HOURS PER WEEK
REFERENCE NUMBER SHOW/1907
CLOSING DATE: 6th May 2015
NATIONAL WAITING TIMES CENTRE BOARD
GENERAL INFORMATION FOR CANDIDATES
· This information package has been compiled to provide prospective candidates with details of the post and background information about The National Waiting Times Centre Board.
· The contents of this package are as follows:-
o Job Description/person specification
o Terms and Conditions of Service
o Application Form
o Equal Opportunities Monitoring Form
o Information on Agenda for Change
· The Equal Opportunities Monitoring form is required for monitoring purposes only and will not be made available to the interview panel during any part of the recruitment process.
· Please note, to ensure that we adhere to our current policy on Equal Opportunities; CV’s received with Application Forms will be destroyed prior to Application forms being passed for Short listing.
· NWTC operates a NO SMOKING Policy on all Premises and Grounds.
· All offers of employment will be subject to the receipt of satisfactory References, Occupational Health screening and Disclosure Scotland clearance.
· Please send your completed application to:-
Recruitment Team,
HR Department
Golden Jubilee National Hospital
Agamemnon Street
Clydebank
G81 4DY
· When returning your completed application and any associated enclosures by Royal Mail you must ensure that the correct postage cost is paid. We have been informed by the Post Office that they are retaining those which have been underpaid. This has resulted in completed applications not being returned until after the closing date, and not being included for short listing.
· The short listing process will take place shortly after the closing date.
· As a Disability Symbol user we recognise the contribution that all individuals can make to the organisation regardless of their abilities. As part of our ongoing commitment to extending employment opportunities all applicants who are disabled and who meet the minimum criteria expressed in the person specification will be guaranteed an interview.
· The organisation has introduced a set of shared values. These values will be measured during the Competency Based Interview. The values are:
o We will treat everyone with dignity and respect
o We will take responsibility to do our jobs well
o We will demonstrate our commitment to quality
o We will work effectively with others in teams
o We will display a “can do” attitude at every opportunity
GOLDEN JUBILEE NATIONAL HOSPITAL
TERMS AND CONDITIONS OF SERVICE
1. Terms and Conditions of Service
The terms and conditions applicable to this post are those of all NHS Employees.
2. Superannuation
You have the option to join the NHS Superannuation Scheme, to participate in the State Earnings Related Pension Scheme or to take out a Personal Pension.
Employee’s contributions to the NHS Scheme amount to 5% to 10.9% of salary (depending on rate of Pensionable Pay) and the employers’ contribution equates to 14% of salary. Employees in the NHS Scheme are “Contracted-out” of the State Earnings Related Pension Scheme and pay a lower rate of National Insurance contributions. Employees who choose to participate in the State Earnings Related Pension Scheme pay the higher rate of National Insurance contribution. A Stakeholder Pension is also available.
3. Salary
£19,502 to £22,458 per annum
4. Grade
This post is offered as a Band 4
5. Annual Leave
The annual leave entitlement in a full year commencing 1st April to 31st March is 27 days, rising to 29 days after 5 years’ service and 33 days after 10 years’ service. There are 8 Statutory and Public Holidays in each leave year. (Pro rata where applicable)
6. Hours of Duty
30 - 37.5 Hours per week
7. Tenure of Employment
Permanent
8. Asylum and Immigration Act 1996
Under the Asylum and Immigration Act 1996, we are required to carry out checks to ensure that all prospective employees are entitled to live and work in the United Kingdom. You will therefore be asked to provide appropriate documentation prior to any appointment being made.
NHS National Waiting Times Centre
Benefits
NHS Superannuation scheme:
All staff are eligible to join this scheme from date of commencement. Employee
contributions vary from 5% to 8.5% depending on annual pensionable pay. Benefits
include a lump sum and pension when you retire, life assurance of 2 years’ pay while
you are working, pension and allowances for your spouse and children in the event of
death, and benefits for ill-health retirement. Members of the scheme receive tax
relief on contributions and Lower National Insurance contributions.
Annual leave entitlement (including public holidays):
35 days annual leave on appointment
37 days annual leave after 5 years
41 days annual leave after 10 years
Free car parking
Continuing professional development opportunities
Discounts at the associated Beardmore Hotel
Leisure Club membership – Get fit and healthy at the Beardmore Leisure Club for only £28 per month.
Childcare vouchers – If you are a working parent with children under the age of 16 you could save up to £1,196 per parent, per annum on the cost of childcare.
For more information about the benefits and discounts available to NHS staff, visit www.nhsdiscounts.com
JOB DESCRIPTION
1. JOB IDENTIFICATION
Job Title: Cancer Tracker & Waiting List Co-ordinatorResponsible/Accountable to (insert job title): Waiting List Manager
Operating Division: Surgical Specialties Division
No of Job Holders: 1
Last Update (insert date): July 2013
2. JOB PURPOSE
To improve the patient journey for those patients diagnosed with lung cancer requiring thoracic surgery as their primary treatment. To enable timely and proper referrals to the Cardiothoracic surgeons and facilitate the timely commencement of therapy in keeping with the 31 and the 62 day cancer targets.To ensure that accuracy and completeness of all waiting lists (outpatient and inpatient) related to Thoracic surgery are maintained, that patient activity is planned to achieve guarantees utilising all available theatre sessions to ensure that patient waiting times are minimised. This key role will provide operational support for the management of cancer tracking and patient waiting times at GJNH. The post holder will be expected to monitor the administrative systems to ensure the following:
· achievement of national and local targets
· capacity to deliver activity
· improve efficiency
· reduce inappropriate demand on services
· develop and implement best practice
· provide regular reports to the Waiting List Manager and Divisional management team with information relating to waiting lists as required.
· To provide support to Cardiac surgery waiting list co-ordination as required.
3. SCOPE AND RANGE
The West of Scotland Managed Clinical Networks for Cancer covers four Health Boards; Glasgow and Clyde, Ayrshire and Arran, Forth Valley and Lanarkshire. Together these health boards have a population of 2.5 million and constitute approximately 50% of the total population of Scotland. Approximately 2700 new cases of lung cancer are reported across the region annually. There are 16 acute hospitals and one cancer centre throughout this wide geographical area. As the thoracic service develops in a single site at the Golden Jubilee National Hospital, reliable and accurate links to each of these hospitals is necessary to coordinate the patient pathway.This key role will involve:
· Interacting with a wide range of staff groups to create solutions and respond to areas of pressure around cancer tracking and waiting list management.
· Overall responsibility for reporting the cancer tracking / waiting list position (inpatient and outpatient) to the Operations Manager.
· To initiate action to resolve waiting list issues where patient treatments are not scheduled for delivery in line with expected guarantees.
· The post holder will require to be fully up-to-date with regard to waiting list targets/timescales/cancer targets and to ensure that this information is properly conveyed to all staff involved with waiting list management.
· To have a full working knowledge and understanding of the “New Ways “of measuring waiting times, the 62 day cancer target and the 18 week RTT programme and the Treatment Time Guarantee (TTG)..
4. ORGANISATIONAL POSITION
5. MAIN DUTIES AND RESPONSIBILITIES
Waiting List Co-ordination and Management· To work in conjunction with the Macmillan Thoracic Surgical Liaison Nurse to ensure patients, GPs and referring hospitals are aware of the progression of treatment (i.e. dates and results of tests, operation etc.). To link in with Cancer trackers in the region and allow a continuous and productive exchange of relevant information.
· Establish effective and collaborative working relationships with the key staff in the referring respiratory and oncology units within the West of Scotland
· To monitor time intervals between points of treatment, pre-empting and identifying delays and act upon these appropriately
· To ensure timely referral on to oncologists and radiotherapy doctors for patients whose primary treatment will not be surgery.
· To collate lung surgery data on a weekly basis for internal and external audit purposes, producing a weekly tracking report.
· Oversee the planning of thoracic theatre lists on a daily / weekly basis to ensure appropriate case mix and efficient utilisation of thoracic theatre lists, with support from the MacMillan Cancer Nurse.
· To monitor and manage all thoracic surgery waiting lists (inpatient and outpatient, available and unavailable) within the division and ensure accuracy and completeness.
· Ensure arrangements are in place to achieve the waiting list targets for GJNH, as agreed with the Scottish Government Health Department.
· Ensure all clinical outcomes recorded within the thoracic surgery outpatient clinics are checked and outcomes are actioned to avoid administrative delays in the patient pathway.
· Put in place arrangements to monitor progress against targets to ensure daily compliance with guarantees.
· To contribute to improving the quality and overall management of the waiting list, DNA rates, theatre utilisation, in consultation and cooperation with key managers and groups of staff.
· Contribute to the flow of patients to other facilities as part of the plan to address capacity shortfalls.
· To work towards minimising patients waiting times and ensure no patient exceeds the guarantees by identifying and highlighting long waiters to the consultant surgeon and Operations Manager in the first instance to ensure appropriate management of the patient.
· To interface and maintain effective lines of communication with consultant surgeons, the Clinical Scheduler, , Waiting List co-ordinator, Operations Manager, Head of Operations, Booking Office, Medical Secretaries, Medical Records and the E Health Department on waiting list issues. This will allow smooth running of day to day operations, immediate highlighting of problems and quick resolution of issues within the relevant areas.
· To ensure ‘new ways’ waiting list guidelines and the TTG are applied appropriately.
· To ensure information on the waiting list and waiting list queries are addressed / updated appropriately and timeously to reflect data requirements.
Audit, Activity Monitoring and Performance Reporting
· To link with Lung cancer audit staff throughout the Region.
· To work closely with the MCN and clinicians to make ensure the data are quality assured.
· To provide the multidisciplinary team and the MCN steering group with a regular summary of this data
· To provide weekly statistics of throughput within the unit.
· To produce the monthly M and M report for thoracic surgery.
· To collate the annual thoracic audit data for submission to the Society of Thoracic & Cardiovascular Surgeons of GB &I.
· To arrange and provide agreed activity and performance reports for surgical specialties for inclusion within the divisions performance report and for discussion at Divisional management and Consultant meetings.
· To provide monthly performance information including activity by type, cancellations by category, waiting times, use of WLI etc.
· To maintain activity information and waiting list information as sent from corporate sources and to distribute these appropriately.
· To lead the collation and preparation of quality indicators and performance statistics for thoracic surgery, providing audit support to the thoracic clinical team.
· Undertake ad hoc audits as required.
Supporting Service Improvement
· Work with staff to support change, supporting them to meet the complex challenges of the waiting times agenda.
· Develop/revise as appropriate, and monitor GJNH plans for achievement of targets, and the action plan required to implement the strategy, drawing on best practice from elsewhere.
· Identify and implement service change and process improvement to current practices in conjunction with relevant groups to improve the service delivery for patients on waiting lists.
· Consider proactively best practice arrangements which would support modernisation of services where this will have an impact on the numbers waiting and / or waiting times, and take steps to implement arrangements for appropriate action in these areas.
· Meet with service users to discuss changes to policies or procedures that may affect other areas i.e. introduction of new patient pathways.
6. SYSTEMS AND EQUIPMENT
comprehensive working knowledge of all computerised clinical and non clinical systems relevant to the Cardiac Patient pathway:· Patient Administration System (Helix)
· HIS
· RIS
· Pathology System
· SCI Store
· PACS
· Centricity
· Excelera
· Medcon
· CaTHi database
· OPERA Theatre system
· Microsoft Word
· Microsoft Excel - advanced skills / · Microsoft PowerPoint
· Microsoft Explorer
· Microsoft Outlook
· Access Databases
· Telephone Redirection
· E-mail, Internet and Intranet
· Photocopier/FAX
· Have a detailed knowledge and competency with the use of Microsoft Office packages to manipulate and analyse data for the assessment of performance
· Manipulate patient information to provide required reports.
7. DECISION AND JUDGEMENTS
· The post holder uses own initiative and discretion to make decisions regarding work load priorities and competing demands.· Works without direct supervision, advice available from Macmillan Liaision Nurse , Clinical Scheduler and the Operations Manager.
· The post holder initiates actions to address any issues with waiting list variances.
· Ability to make judgements on the prioritisation of tasks and activities, where there are competing priorities.
· Ability to interpret complex information, making judgements on its relevance.
· Demonstrate a flexible approach to problem solving.
8. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
· Balancing Waiting List activity in line with national and local targets.· Managing time effectively, prioritising work to meet demands.
· Promoting and facilitating change.
· Assimilating all information from system and providing information to all staff for action
· Dealing with conflicting priorities.
· Being sufficiently adaptable, flexible and competent to manage a range of simultaneous tasks, often under severe time pressure.
9. COMMUNICATIONS AND RELATIONSHIPS
Internal:
· Communicates with staff, patients and external agencies i.e. Senior Management Team of GJNH and all departments with waiting list issues, Consultants, other medical staff, booking office, medical secretaries, nursing staff, eHealth, finance, theatres and medical records.
· Requires negotiation and motivational skills to allow facilitation of practice change, challenge practices without demoralising staff and enhance staff understanding of the needs of the service.
· Must have the ability to acknowledge the sensitive nature of staff and service issues and use tact and diplomacy. Confidentiality and dealing with staff effectively on different levels is essential.
· Use developed persuasive influencing skills, tact and diploma in written and verbal communications.
External:
· To act as a contact link for all the referring hospitals and oncology services
· Liaises with the MCN Steering Group, Regional Cancer Advisory Group, other cancer trackers across the WoS, Service Managers/ providers across the WoS.
10. PHYSICAL, MENTAL AND EMOTIONAL DEMANDS OF THE JOB
· Keyboard skills requiring high degree of speed and accuracy.
· 90% of the work demands direct staff contact. 100% of the work is computer based therefore sitting in a restricted position for this proportion of duties.
11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
(See Person specification) for full details. The post holder will have excellent organisational skills, a teamwork approach and someone who is capable of problem solving together with enthusiasm and drive to make sure that the targets are met for the benefit of patients.
13. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each jobholder to whom the job description applies.Job Holder’s Signature:
Head of Department Signature: / Date:
Date:
Recruitment Person Specification