Administration Support Officer, Cardiac Rehabilitation Team

Job description

Job responsibilities

Key working relationships

Internal and external:

Cardiac Rehab Team, Consultants, GP surgeries, other hospitals, patients and their relatives, Cardiopulmonary Team

Liaises with:

Consultants, Cardiologists, GPs, Specialist Nurses, Cardiac Rehab Teams across the Trust, Cardiopulmonary Departments across the Trust, National Audit Team (NACR), Heart Support Group, Dieticians/Pharmacists/Psychologists, Human Resources Department, Wide range of Departments across the Trust i.e. Imaging, Outpatients, IT Dept., Heath Records, Supplies, Portering, Catering, Patient Accounts, Estates

Risk Assessment

Works with display screen equipment for prolonged periods

Involves some manual handling activities

Job Purpose

Cardiac Rehab

To provide a full and comprehensive secretarial and administration service to the Cardiac Rehabilitation Specialist Nurses and Team at Worcestershire Royal Hospital.

Key Duties

To undertake Clinical Audit via the NACR national database, managing assigned projects as required including data collection, validation and analysis and preparation of reports.

To be the lead person and to be responsible for the delivery of training of the NACR database to other staff within the team.

To analyse a range of complex information from a number of sources, which includes clinical data and patient surveys and to present this information in a suitable format to be accessible to others within the Trust including team members, Consultants and directorate Managers. To also make this information available for other hospitals outside the Trust and G.P.s where appropriate.

To have an in-depth knowledge of secretarial and administration procedures and systems, some of which are non-routine, and non-routine activities such as answering queries, progress chasing, problem solving etc., and to have a knowledge of specialist medical terms.

To work on own initiative and act independently using own discretion within the working role. Must be able to work without supervision and manage own workload. There are frequent requirements where work pattern is unpredictable as working under more than one remit requiring a high level of concentration.

To co-ordinate and manage the outpatient appointments and waiting list for the Cardiac Rehab Exercise classes using OASIS, sending appointments and correspondence to the patients, ensuring effective communication is maintained.

To record patient attendance at cardiac rehab exercise classes on OASIS and to deliver and assist in the training of this system to other members of the team when necessary, including the preparation of relevant training guidelines.

To be proficient in the use of other systems within the Trust such as Bluespier, EZnotes, Outlook etc., ensuring all information is accurately recorded.

To maintain the accessibility of patient information within the Cardiac Rehab Department, ensuring that relevant paperwork is also made accessible to other relevant personnel where necessary.

To take responsibility for the co-ordination and organisation of the Cardiac Rehab Education Events at the Worcester Royal Hospital, POWCH and Evesham, sending out invitations for the event, co-ordinating the speakers, producing the programmes and organising venues and catering when required.

To ensure accurate records are kept of attendance at the Education Events and to prepare and analyse patient audit information including the preparation of audit reports.

To undertake the preparation and typing of correspondence to G.P.s, patients and other agencies.

To deal with confidential patient/G.P. enquiries exercising own judgement and using a high level of initiative when dealing with enquiries in the absence of the Specialist Nurse and re-assuring patients regarding tests, appointments etc.

To communicate confidential and sensitive information with staff, patients, relatives and external agencies and to respond to queries from other hospitals, G.P.s, patients and their relatives both by telephone and in correspondence.

To attend regular meetings when required in order to take and transcribe minutes. To distribute agendas, minutes and relevant paperwork.

To participate in team development discussions with the aim to improving patient care and services and to propose and implement changes in own area and beyond to improve working practices.

To be responsible for adapting and maintaining information systems to meet the needs of the department including the internal database system (which contains cardiac rehab patients data) and internal filing systems.

To be responsible for maintaining stock control, re-ordering and issuing of stock within the Department using the Trust Procurement system.

To assist and co-ordinate a full range of HR services, including the recruitment selection process, staff PDRs, recording of annual leave etc., assisting the Specialist Nurse in the delivery of these services in line with Trust policies and procedure.

To attend Trust mandatory updates

To use initiative to report concerns re staffing, environment and resources to a senior colleague.

Person Specification

Qualifications

Essential

• A good level of GCSE education including English and Maths.
• Excellent typing skills.

Desirable

• Knowledge of hospital systems i.e. Oasis, PAS Allscripts, Bluespier, CLIP

Skills / Knowledge

Essential

• Excellent IT, inputting keyboard skills.
• Good working knowledge of Microsoft Office applications, Word, Excel, PowerPoint, Access.
• Good telephone manner.
• Understanding the importance of confidentiality.
• Ability to meet deadlines and work under pressure
• Ability to work independently using own initiative and ability to change working practice/methods when applicable
• Exceptional organisation skills and ability to prioritise a busy workload
• Ability to apply accurate attention to detail.

Desirable

• Previous experience of presentation of audit data.
• Knowledge of medical terminology relating to specialty.
• Knowledge of hospital systems i.e. Oasis, Bluespier, CLIP.
• Ability to impart knowledge to other team members and be responsible for training where relevant i.e. NACR database.
• Take the lead role in inputting and analysing NACR data.

Experience

Essential

• Demonstrate a strong evidence of administrative and secretarial work managing a busy workload.
• Experience of working in a busy environment.
• Experience of working without direct supervision and acting independently in the absence of managers.
• Experience of working under more than one remit with conflicting workloads.

Desirable

• Experience of working within a hospital setting.
• Ability to work as part of a multi-disciplinary team.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)