Job Description

Lung Cancer Screening (LCS) is a national NHS screening programme that is currently delivering a service within Cheshire and Merseyside aimed to facilitate earlier diagnosis for patients considered to be at high-risk of developing lung cancer.



Liverpool Heart and Chest Hospital have been selected as the Single Point of Access (SPA) provider for Cheshire and Merseyside.



Eligible participants who are aged between 55-74 who smoke or have ever smoked will be invited to attend a lung health check. The health check will be conducted by a lung specialist nurse/associate who will complete the assessment and provide lung health advice; the results of the assessment will then be used to calculate a person's individual lung cancer risk score. Anyone at high risk will be invited to have a low-dose CT scan.



The aim of the programme is to deliver a service that supports and facilitates the early detection and treatment of lung cancer and to improve the respiratory health of the population.



The Administrative Assistants will be responsible for providing clerical and administrative support for the LCS programme. Working as part of a multi-disciplinary team they will issue appointments/invitations adhering to programme timelines, be a direct point of contact for participants, provide call handling services, schedule appointments and provide the nursing staff with administrative support to ensure onward referrals / outcomes are issued in line with key performance indicator (KPI) targets.



Principal Accountabilities



Provide a comprehensive, high-quality, and efficient administrative booking and scheduling service for the Lung Cancer Screening (LCS) Programme.

As a member of the Single Point of Access (SPA) administrative team, offer clerical and administrative support to all members of the multidisciplinary team.

Ensure eligible participants are booked for low-dose CT (LDCT) scan appointments in line with national programme targets and Key Performance Indicators (KPIs).

Follow established service processes and operational guidelines to ensure participants receive clear, timely, and consistent communication throughout their care pathway.

Demonstrate strong customer service skills, including professional call handling and participant engagement



As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.



We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community.



We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.



Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms.



Please visit our website - https://www.lhch.nhs.uk/



Please follow this link for a tour of our site - https://bit.ly/36ylsoq



Key Day-to-Day



Act as the first point of contact for participants seeking information about their Lung Health Check or CT scan appointments.

Maintain a detailed understanding of eligibility criteria and screening processes to support participant queries effectively.

Record all telephone interactions and use administrative electronic patient record system (EMIS Web) , in line with service standards.

Coordinate the efficient administration of LDCT appointments, ensuring accurate entry of patient demographics and appointment data onto the Computerised Radiology Information System (CRIS) .

Liaise with consultant radiologists and radiographers to support appointment logistics and clinic scheduling.

Provide clear and concise information, advice, and guidance to participants in a manner that is respectful, empathetic, and easy to understand.

Carry out all administrative tasks related to the participant pathway , including documentation, referrals, and outcome tracking.

Uphold strict confidentiality of all patient and staff information in accordance with the Data Protection Act and NHS policies .

Represent the service in a professional and participant-focused manner, ensuring interactions are welcoming, supportive, and informative.

Manage incoming and outgoing calls, emails, and postal correspondence; take accurate messages and direct queries appropriately within the team.

Use appropriate and professional communication methods to build trust and credibility with external stakeholders and partner organisations.

Take responsibility for organising and prioritising your own daily workload to meet service demands and deadlines.

Work collaboratively with colleagues, demonstrating effective teamwork and positive communication to maintain a cohesive and productive work environment.

Assist in data collection and ensure that records are accurate, up-to-date, and maintained in accordance with relevant legal and organisational standards.

Monitor LDCT clinics to ensure full utilisation of available appointment slots capacity or scheduling issues to the Admin Team Lead promptly.



General Responsibilities



Ensure the efficient day-to-day running of the office, including responsibility for ordering and monitoring stationery supplies, maintaining office equipment, and reporting any issues or concerns through the appropriate channels.

Record participant compliments and complaints, ensuring all complaints are promptly reported to the Admin Team Lead in accordance with Trust policy.

Undertake any other duties as required that are commensurate with the responsibilities and level of the post.

Work collaboratively with the LCS team and wider healthcare teams to ensure a coordinated and effective service delivery.

Provide support to new starters, helping team.



Organisational Responsibilities



Adhere to all relevant administrative procedures, protocols, and workflows associated with the LCS programme and Trust standards.

Observe and comply with all Trust policies and procedures, including those related to confidentiality, data protection, health and safety, and equal opportunities.

Demonstrate and uphold the Trust's core values and behaviours, as outlined in the staff handbook, always acting as an ambassador for the service.



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EDUCATION AND TRAINING



To contribute to and agree a continuing Personal Development Plan. Ensuring completion of timely PDR/Appraisal process with designated line manager.



To attend internal or external courses as agreed within the plan or ad hoc training and development as requested by management.



To attend on-going refresher training within their job role as legislation changes and upgrades to CRIS/EMIS or other local systems are introduced.



Ensure mandatory training including Information Governance training is maintained within compliance date arranging time with line manager to complete when required.



Participate in departmental meetings and awareness sessions as and when required.



Employees are expected to develop their IT skills necessary to support the tasks included in their post. They may be required to undertake any necessary training to support this.



The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the post holder.

WORKING RELATIONSHIPS :

Line Managers, Consultants and other clinical staff, administration teams. Externally: Primary Care GP Practices and other NHS organisations for onward referrals.