Job summary
Due to expansion within the team, we are looking to recruit an additional Lead Administrator. The role would require cross site working.
To supervise and work within an administrative team in the provision of an efficient, comprehensive and effective administration support within the Cardiac & Respiratory Investigations department.
Main duties of the job
- Assist with the management and provision of an efficient and comprehensive administration support within the Cardiac & Respiratory Investigations department.
- Ensure that you contribute to the department operating to the highest standards and that it not only meets but exceeds customer expectations.
- To manage the speciality administration and workload, ensuring appropriate delegation of tasks to other members of the speciality team in accordance with the correct procedures and policies.
- Significantly contribute to the delivery of pathways for all patients encompassing Cardiology & Respiratory services and other external specialities. This will include actively monitoring and tracking patients on the Cardiac & Respiratory Investigations waiting lists as well as their 18-week RTT pathway.
- Deal sensitively and effectively with telephone enquiries from patients, relatives and colleagues ensuring confidentiality is maintained at all times.
- Undertake MPA's for the Cardiac & Respiratory Investigations Administration team.
- Manage annual leave and sickness reporting ensuring all records are updated in a timely fashion.
- To undergo training as necessary to meet the needs of new developments within the Service. To identify training for other members of the team in conjunction with the Cardiology & Respiratory Administration and Pathway Coordinator.
About us
We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.
Benefits to you
27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
NHS Pension Scheme:
Flexible working opportunities;
Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
Career development and training;
Wellbeing support and activities;
In-house physiotherapy Service;
On-site canteens with subsidised meals;
Subsidised staff parking (currently free).
Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
Job description
Job responsibilities
Teamwork
As a team ensure that all functions within the speciality are completed.
- Maintain close working relationships with colleagues within the speciality.
- Work closely with clinical teams and other departments within the organisation.
- Advise the Cardiology & Respiratory Administration and Performance Coordinator and Cardiology & Respiratory Administration and Pathway Coordinator of any points of concern relating to the administration of the service and processes in place.
- Work a buddy system with other Band 4s in the EMED division to ensure adequate cover is in place during absence.
- Attend team meetings at required intervals
Communication
Key links with:
- Patients & carers
- Cardiology & Respiratory Administration and Performance coordinator
- Cardiac & Respiratory Management & clinical team
- Angiography clinical team
- EMED Performance Manager
- Consultants and secretarial teams
- Other wards and clinical teams
- Primary Care Trusts and other external organisation
Operational and Administrative Processes
Administration - Patient records and information
The post holder is required to maintain both paper and computerised records in accordance with Trust standards.
- Management of patient journey
- Management of referrals
- Book appointments for Cardiology & Respiratory Diagnostic tests and Procedures undertaken within the department.
- To cancel, rebook and rearrange appointments as directed.
- Ensure that data entered onto TOMCAT, MEDWAY, E track and other systems is complete and accurate.
- Ensure patients receive accurate appointment information using TOMCAT & MEDWAY booking system.
- Ensure patients receive a choice of appointment in accordance with the Trust Access policy.
- Ensure any actions detailed in clinic/discharge communication have been completed.
- Work within guidelines relating to data protection and confidentiality.
- Deal with any problems in a constructive manner, communicating with relevant staff as necessary.
- Inform Administration and Performance Coordinator, Cardiac & Respiratory Investigations Manager and Angiography unit manager where waiting times for patients may exceed appropriate targets.
- Work with staff to help reduce waiting times in line with appropriate targets.
- Provide ad hoc basic waiting list information as requested
Administration - General
General administrative duties to include: -
- Manage and maintain the Cardiac & Respiratory Investigations diary ensuring appointment slots are fully utilised and booked in accordance with the Trust Patient Access Policy
- Accurate recording of information
- Timely distribution of letters and information, both for Trust and external organisations.
- Ensure all administrative processes are adhered to within the speciality team.
- Ensure stationery supplies are maintained and ordered as necessary.
- To respond to general enquiries to the departmen
- Register referrals onto department computer system in accordance with Trust and National Booked Admissions Programme procedures
- Record and update patient data on Trust and department computer systems, ensuring that patient information is correct and kept up to date
- Utilise PAS, Tomcat, Anglia Ice and NHS mail to provide an efficient service for patients, staff and visitors when required
- Opening of post and appropriate distribution of correspondence
- Accurate filing of information
- Undertake training for and be part of the Trust loggist role on behalf of EMED as required
COMMUNICATION
- Deal with patients face to face and on the telephone, in a professional but helpful, friendly manner
- Liaise with GP practices, Consultant Secretaries, Ward Clerks, Specialist nurses and any other professionals with relation to the Cardiac & Respiratory Investigations Department, distributing relevant paperwork where necessary
- Respond promptly to urgent requests from wards/doctors by advising appropriate staff member.
TRAINING AND SERVICE DEVELOPMENT
- To support training and mentorship of new members of the administrative team
- To attend RTT refresher & IT training as required for Trust and department
- To participate in identified training and service development as required
- To adhere to any changes in procedures and support the implementation of new pathways/processes
OPERATIONAL
- A flexible approach to work to ensure adequate cover is in place during absence and peaks in workflow
- To demonstrate the ability to be tactful, professional and diplomatic at all times
- To adhere to appropriate dress code as per Trust Policy
- Ensure punctuality at all times
- Maintaining confidentiality concerning information about patients and staff within the organisation
- Maintain and encourage good working relationships with all departments.
Job description
Job responsibilities
Teamwork
As a team ensure that all functions within the speciality are completed.
- Maintain close working relationships with colleagues within the speciality.
- Work closely with clinical teams and other departments within the organisation.
- Advise the Cardiology & Respiratory Administration and Performance Coordinator and Cardiology & Respiratory Administration and Pathway Coordinator of any points of concern relating to the administration of the service and processes in place.
- Work a buddy system with other Band 4s in the EMED division to ensure adequate cover is in place during absence.
- Attend team meetings at required intervals
Communication
Key links with:
- Patients & carers
- Cardiology & Respiratory Administration and Performance coordinator
- Cardiac & Respiratory Management & clinical team
- Angiography clinical team
- EMED Performance Manager
- Consultants and secretarial teams
- Other wards and clinical teams
- Primary Care Trusts and other external organisation
Operational and Administrative Processes
Administration - Patient records and information
The post holder is required to maintain both paper and computerised records in accordance with Trust standards.
- Management of patient journey
- Management of referrals
- Book appointments for Cardiology & Respiratory Diagnostic tests and Procedures undertaken within the department.
- To cancel, rebook and rearrange appointments as directed.
- Ensure that data entered onto TOMCAT, MEDWAY, E track and other systems is complete and accurate.
- Ensure patients receive accurate appointment information using TOMCAT & MEDWAY booking system.
- Ensure patients receive a choice of appointment in accordance with the Trust Access policy.
- Ensure any actions detailed in clinic/discharge communication have been completed.
- Work within guidelines relating to data protection and confidentiality.
- Deal with any problems in a constructive manner, communicating with relevant staff as necessary.
- Inform Administration and Performance Coordinator, Cardiac & Respiratory Investigations Manager and Angiography unit manager where waiting times for patients may exceed appropriate targets.
- Work with staff to help reduce waiting times in line with appropriate targets.
- Provide ad hoc basic waiting list information as requested
Administration - General
General administrative duties to include: -
- Manage and maintain the Cardiac & Respiratory Investigations diary ensuring appointment slots are fully utilised and booked in accordance with the Trust Patient Access Policy
- Accurate recording of information
- Timely distribution of letters and information, both for Trust and external organisations.
- Ensure all administrative processes are adhered to within the speciality team.
- Ensure stationery supplies are maintained and ordered as necessary.
- To respond to general enquiries to the departmen
- Register referrals onto department computer system in accordance with Trust and National Booked Admissions Programme procedures
- Record and update patient data on Trust and department computer systems, ensuring that patient information is correct and kept up to date
- Utilise PAS, Tomcat, Anglia Ice and NHS mail to provide an efficient service for patients, staff and visitors when required
- Opening of post and appropriate distribution of correspondence
- Accurate filing of information
- Undertake training for and be part of the Trust loggist role on behalf of EMED as required
COMMUNICATION
- Deal with patients face to face and on the telephone, in a professional but helpful, friendly manner
- Liaise with GP practices, Consultant Secretaries, Ward Clerks, Specialist nurses and any other professionals with relation to the Cardiac & Respiratory Investigations Department, distributing relevant paperwork where necessary
- Respond promptly to urgent requests from wards/doctors by advising appropriate staff member.
TRAINING AND SERVICE DEVELOPMENT
- To support training and mentorship of new members of the administrative team
- To attend RTT refresher & IT training as required for Trust and department
- To participate in identified training and service development as required
- To adhere to any changes in procedures and support the implementation of new pathways/processes
OPERATIONAL
- A flexible approach to work to ensure adequate cover is in place during absence and peaks in workflow
- To demonstrate the ability to be tactful, professional and diplomatic at all times
- To adhere to appropriate dress code as per Trust Policy
- Ensure punctuality at all times
- Maintaining confidentiality concerning information about patients and staff within the organisation
- Maintain and encourage good working relationships with all departments.
Person Specification
Education and Qualifications
Essential
- Holds GCSE English Language at Grade A - C (or equivalent)
Desirable
- NVQ level 3 Business and Administration
Experience
Essential
- Previous NHS administration experience
- Experience of working with general public and/or professionals
- Experience of working in the NHS and understanding of medical terminology
Desirable
- Experience of staff management
- Experience of using Medway (Patient Admissions System) and CVIS (Tomcat) booking database
Key Skills/Abilities
Essential
- MS Office, Word, Excel and Outlook
- Ability to facilitate change within the work area
- Ability to adhere to policies and procedures
- Ability to communicate at all levels
Desirable
- Ability to teach others acquired knowledge and skills
Other
Essential
- Understanding and working practice of NHS performance targets including 6 week diagnostic & 18-week referral to treatment times
- Knowledge /understanding of the Data Protection Act
- Can demonstrate good standards of written and verbal communication
Person Specification
Education and Qualifications
Essential
- Holds GCSE English Language at Grade A - C (or equivalent)
Desirable
- NVQ level 3 Business and Administration
Experience
Essential
- Previous NHS administration experience
- Experience of working with general public and/or professionals
- Experience of working in the NHS and understanding of medical terminology
Desirable
- Experience of staff management
- Experience of using Medway (Patient Admissions System) and CVIS (Tomcat) booking database
Key Skills/Abilities
Essential
- MS Office, Word, Excel and Outlook
- Ability to facilitate change within the work area
- Ability to adhere to policies and procedures
- Ability to communicate at all levels
Desirable
- Ability to teach others acquired knowledge and skills
Other
Essential
- Understanding and working practice of NHS performance targets including 6 week diagnostic & 18-week referral to treatment times
- Knowledge /understanding of the Data Protection Act
- Can demonstrate good standards of written and verbal communication
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
