Job summary
Cardiac Team Administrator, Band 3 Permanent; part time - 30 hours per week
151 Lodge Hill, Goldie Leigh, SE2 0AY
Oxleas Community Cardiac Service are seeking an enthusiastic, self-motivated, and organised person to provide comprehensive administrative support to our team of Cardiac Rehabilitation and Heart failure Specialist Nurses.
The Specialist Team provides a comprehensive multidisciplinary Heart Failure service to the residents of Greenwich and Bexley. They work closely with hospital colleagues.
This is a busy and varied role, and the successful applicant must be able to remain calm under pressure. The successful candidate must be a team player and have a flexible approach to work, covering for other members of the administration team where possible in their absence.
Main duties of the job
The post holder must have previous administration experience and the ability to work with people of all levels, together with good organisational and communication skills, both written and verbally. Experience of working with Microsoft Office packages is essential; and the Rio Clinical Information System is desirable. Applicants will need to possess the ability to organise and prioritise work, along with an understanding of and commitment to confidentiality when dealing with patients.
The post includes dealing with patient queries on the telephone; therefore, ideally applicants should have some experience of direct patient contact, as well as organising clinics and booking appointments
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
- To be the main point of contact for the Cardiac Rehabilitation Nurses and Heart Failure Specialist Nurses
- Ensure staff absence and sickness is reported to the Head of Cardiac care and action taken to reschedule the individuals workload as necessary.
- Undertaking general office duties, such as photocopying, filing and typing basic information
- Deal with telephone queries in professional and efficient manner. Prioritising, and conveying telephone calls and messages and initiating action where necessary.
- Co-ordinating Cardiac Rehabilitation and Heart Failure services.
- Co-ordinating all patient appointments and following up DNAs.
- Transfer inappropriate referrals to the relevant teams/services.
- Provide comprehensive support to the Cardiac team, rescheduling clinics and appointments as necessary
- Booking patient transport for appointments
- Dealing with enquiries from patients and report calls to the appropriate person, prioritising messages.
- Inputting data into various databases ensuring that information is kept up to date.
- Access the internet for research purposes.
- To communicate with a range of services and agencies, liaising with all levels of staff including GPs and the Acute Trusts, social services, community staff and voluntary agencies.
- Provide cover for other admin staff when required.
- In conjunction with the Head of Cardiac Care and the Long Term Conditions Lead, assist with developing and implementing policies and procedures to ensure the efficient running of the team.
- Ensure all confidential information is locked away securely at the end of each day.
- Manage incoming and outgoing correspondence, ensuring post is collected, opened, recorded and distributed as appropriate.
- Produce accurate and timely correspondence and reports ensuring adherence to deadlines and corporate identity.
- Arrange meetings and training sessions as required, including booking suitable venues, preparing agendas and relating papers and arranging for their distribution and organising refreshments as appropriate, as requested by the Head of Cardiac Care.
- Attend meetings as required to take minutes and follow up actions ensuring that minutes are transcribed, typed and submitted in a timely fashion.
- Co-ordination and preparation of materials for patient education days, including circulation of information, bookings and evaluations.
- Order stationery and supplies as required.
- Maintain filing system and record keeping processes to ensure the efficient running of the office.
- Undertake statutory training and specific training as required to meet the needs of the position and its future development.
- Undertake any other duties as required, commensurate with the grate of the post.
- Comply with Trust policies and procedures.
Job description
Job responsibilities
- To be the main point of contact for the Cardiac Rehabilitation Nurses and Heart Failure Specialist Nurses
- Ensure staff absence and sickness is reported to the Head of Cardiac care and action taken to reschedule the individuals workload as necessary.
- Undertaking general office duties, such as photocopying, filing and typing basic information
- Deal with telephone queries in professional and efficient manner. Prioritising, and conveying telephone calls and messages and initiating action where necessary.
- Co-ordinating Cardiac Rehabilitation and Heart Failure services.
- Co-ordinating all patient appointments and following up DNAs.
- Transfer inappropriate referrals to the relevant teams/services.
- Provide comprehensive support to the Cardiac team, rescheduling clinics and appointments as necessary
- Booking patient transport for appointments
- Dealing with enquiries from patients and report calls to the appropriate person, prioritising messages.
- Inputting data into various databases ensuring that information is kept up to date.
- Access the internet for research purposes.
- To communicate with a range of services and agencies, liaising with all levels of staff including GPs and the Acute Trusts, social services, community staff and voluntary agencies.
- Provide cover for other admin staff when required.
- In conjunction with the Head of Cardiac Care and the Long Term Conditions Lead, assist with developing and implementing policies and procedures to ensure the efficient running of the team.
- Ensure all confidential information is locked away securely at the end of each day.
- Manage incoming and outgoing correspondence, ensuring post is collected, opened, recorded and distributed as appropriate.
- Produce accurate and timely correspondence and reports ensuring adherence to deadlines and corporate identity.
- Arrange meetings and training sessions as required, including booking suitable venues, preparing agendas and relating papers and arranging for their distribution and organising refreshments as appropriate, as requested by the Head of Cardiac Care.
- Attend meetings as required to take minutes and follow up actions ensuring that minutes are transcribed, typed and submitted in a timely fashion.
- Co-ordination and preparation of materials for patient education days, including circulation of information, bookings and evaluations.
- Order stationery and supplies as required.
- Maintain filing system and record keeping processes to ensure the efficient running of the office.
- Undertake statutory training and specific training as required to meet the needs of the position and its future development.
- Undertake any other duties as required, commensurate with the grate of the post.
- Comply with Trust policies and procedures.
Person Specification
Qualifications
Essential
- Education to NVQ 3/GCSE standard or equivalent
Experience
Essential
- Good MS Office skills including Word and Excel
- Experience of producing correspondence using Microsoft Word, understanding the importance of accuracy at all times
- Experience of interfacing with service users, demonstrating good listening skills.
- Office experience in a health care setting
- Secretarial or administrative experience
Desirable
- Experience of using Rio Clinical Information System
- Good organisation skills (Including ability to assist clinical staff with organising their case load
Skills
Essential
- Ability to work with a diverse population
- Flexibility to cope with the demands of the service to assist with providing quality client care
- Ability to use own initiative, work unsupervised, and prioritise workload
- Ability to prioritise information from service users and convey accurately to clinical staff
- Ability to work as part of a team and able to assist others
- Attention for details
- Daily use of a computer
Desirable
- Supporting the team with ordering equipment via NHS supply chain, booking transport and requesting interpreter service for patients.
- Undertaking of minutes in meetings
Person Specification
Qualifications
Essential
- Education to NVQ 3/GCSE standard or equivalent
Experience
Essential
- Good MS Office skills including Word and Excel
- Experience of producing correspondence using Microsoft Word, understanding the importance of accuracy at all times
- Experience of interfacing with service users, demonstrating good listening skills.
- Office experience in a health care setting
- Secretarial or administrative experience
Desirable
- Experience of using Rio Clinical Information System
- Good organisation skills (Including ability to assist clinical staff with organising their case load
Skills
Essential
- Ability to work with a diverse population
- Flexibility to cope with the demands of the service to assist with providing quality client care
- Ability to use own initiative, work unsupervised, and prioritise workload
- Ability to prioritise information from service users and convey accurately to clinical staff
- Ability to work as part of a team and able to assist others
- Attention for details
- Daily use of a computer
Desirable
- Supporting the team with ordering equipment via NHS supply chain, booking transport and requesting interpreter service for patients.
- Undertaking of minutes in meetings
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).
