Job summary
Apply now for our exciting secretarial post!
The post-holder will support the community cardiac team in the delivery of evidence-based care for patients who have had a cardiac event such as a myocardial infarction, cardiac surgery and heart failure.
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
- To provide comprehensive secretary and administrative support to the community cardiac team and associated health professionals and actively participate and contribute to the development of the service.
- To provide a customer focused service to its users in the co-ordination of appointments and workload management for the clinics after liaising with all staff.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Job description
Job responsibilities
Key duties
- To provide a front-line service for all cardiac service user enquiries, responding to telephone, emails and face to face enquiries in an efficient, tactful and professional manner, redirecting calls as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary.
- To be responsible for maintaining, developing, and managing all aspects of secretarial support clinically and/or administratively.
- The management of the patient booking system to include building of clinic sessions, management of cancellation lists and breaches, data cleansing.
- To act as the Super user for the patient electronic computer system.
- To ensure that appropriate levels of identified stock and lower-level clinical equipment are requisitioned on the Purchase Ordering system.
- To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys.
- To deal with all internal/external mail and redistribution to relevant department.
- To accept deliveries and ensure these are dealt with promptly.
- To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy.
- To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated.
- To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate.
- To manage, update and maintain clinical diaries as requested.
- To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing.
- To arrange meetings between staff as directed, take notes, and distribute the meeting notes to parties concerned.
- To assist with research and audit activity using a variety of audit tools including the internet.
- To coordinate information received from external partners such as hospital discharge and cardiology clinic letters.
- Responsible for setting up clinics on Systmone.
- Responsible for the collection and assist in the reporting of KPI and Patient Access data.
- To maintain and update of staff duties on E-roster daily.
- Process all referrals received electronically or by post.
- Exchange of information with patients and carers requiring tact.
- Take telephone calls and signpost to relevant nurse. This may occasionally be distressing or emotional circumstances.
- Collect and input information regarding patients and send results to NACR (National Audit of Cardiac Rehabilitation)
- Input and manage cardiology and post MI clinics on MEDWAY.
Job description
Job responsibilities
Key duties
- To provide a front-line service for all cardiac service user enquiries, responding to telephone, emails and face to face enquiries in an efficient, tactful and professional manner, redirecting calls as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary.
- To be responsible for maintaining, developing, and managing all aspects of secretarial support clinically and/or administratively.
- The management of the patient booking system to include building of clinic sessions, management of cancellation lists and breaches, data cleansing.
- To act as the Super user for the patient electronic computer system.
- To ensure that appropriate levels of identified stock and lower-level clinical equipment are requisitioned on the Purchase Ordering system.
- To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys.
- To deal with all internal/external mail and redistribution to relevant department.
- To accept deliveries and ensure these are dealt with promptly.
- To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy.
- To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated.
- To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate.
- To manage, update and maintain clinical diaries as requested.
- To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing.
- To arrange meetings between staff as directed, take notes, and distribute the meeting notes to parties concerned.
- To assist with research and audit activity using a variety of audit tools including the internet.
- To coordinate information received from external partners such as hospital discharge and cardiology clinic letters.
- Responsible for setting up clinics on Systmone.
- Responsible for the collection and assist in the reporting of KPI and Patient Access data.
- To maintain and update of staff duties on E-roster daily.
- Process all referrals received electronically or by post.
- Exchange of information with patients and carers requiring tact.
- Take telephone calls and signpost to relevant nurse. This may occasionally be distressing or emotional circumstances.
- Collect and input information regarding patients and send results to NACR (National Audit of Cardiac Rehabilitation)
- Input and manage cardiology and post MI clinics on MEDWAY.
Person Specification
Qualifications
Essential
- 4 GCSEs at grade C or above to include Maths and English or Key skills equivalents
Desirable
- ECDL or equivalent
- Audio typing qualification
- NVQ 3 Business Administration or Customer Care
- Experience of working in a clinic/office environment
- Previous experience of working within the health or social sector
- Previous experience of using an appointment booking system
Experience
Essential
- Working within a customer facing environment
- Ability to work to meet deadlines
Desirable
- Sufficient experience in an administrative role
- Experience of working in a clinic/office environment
Knowledge
Essential
- The ability to work flexibly in accordance with service needs
- Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations
- Maintenance of confidentiality and diplomacy at all times
Desirable
- The ability to work flexibly in accordance with service needs
- Ability to file records at high and low levels which may be unwieldly
- Self-motivated and able to work under a range of pressures
Skills
Essential
- Experience of using Microsoft packages to include word, excel, access etc.
- Motivated and able to work as part of a team
- Ability to work on own initiative
- Good organiser of self and workload
- Excellent telephone manner and excellent customer service skills
- Diary maintenance both electronic and manual
- Ability to prioritise workload and delegate as necessary
- Ability to analyse and interpret data and extract relevant information and report and act on appropriately.
Person Specification
Qualifications
Essential
- 4 GCSEs at grade C or above to include Maths and English or Key skills equivalents
Desirable
- ECDL or equivalent
- Audio typing qualification
- NVQ 3 Business Administration or Customer Care
- Experience of working in a clinic/office environment
- Previous experience of working within the health or social sector
- Previous experience of using an appointment booking system
Experience
Essential
- Working within a customer facing environment
- Ability to work to meet deadlines
Desirable
- Sufficient experience in an administrative role
- Experience of working in a clinic/office environment
Knowledge
Essential
- The ability to work flexibly in accordance with service needs
- Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations
- Maintenance of confidentiality and diplomacy at all times
Desirable
- The ability to work flexibly in accordance with service needs
- Ability to file records at high and low levels which may be unwieldly
- Self-motivated and able to work under a range of pressures
Skills
Essential
- Experience of using Microsoft packages to include word, excel, access etc.
- Motivated and able to work as part of a team
- Ability to work on own initiative
- Good organiser of self and workload
- Excellent telephone manner and excellent customer service skills
- Diary maintenance both electronic and manual
- Ability to prioritise workload and delegate as necessary
- Ability to analyse and interpret data and extract relevant information and report and act on appropriately.
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.
