Job summary
As our Cardiology Administrative Assistant, you'll play a key role in the smooth day-to-day running of our Cardiology appointment service.
You will handle patient enquiries, manage general queries, and book appointments, ensuring an efficient and well-organised service.
This is a patient-facing role, so you'll work closely with patients, relatives, and members of the public. Our team prides itself on delivering a friendly, professional, and supportive service to everyone who contacts us.
Main duties of the job
You will manage your own busy and varied workload each day, helping to keep our Cardiology service running smoothly. Your responsibilities will include:
- Working independently to ensure waiting lists are well-managed and appointments are booked efficiently
- Prioritising and triaging referrals in a timely manner, including liaising with multidisciplinary clinical teams
- Maintaining accurate and up-to-date pending lists for appointments
- Producing accurate monthly waiting-time data
- Checking referral data and spreadsheets to ensure all referrals are actioned appropriately
- Requesting patient notes from the RUH and external hospitals
- Completing a range of administrative tasks, including scanning, emailing, filing and managing paperwork
About us
At the RUH we put people at the heart of what we do, working together as one team to make a difference for our patients, each other, and our community. No matter what your role is, we value everyone's contribution in supporting the exceptional, person-centred care we pride ourselves on.
We are proud to be in thetop 20 best hospitals to work for in the country.
We are committed to creating a compassionate and inclusive environment. This can be seen in our growing community of staff networks - celebrating successes and creating opportunities to listen and learn. We value our differences, champion kindness and civility, and truly believe that diversity makes us stronger.
A culture of learning, developing and innovating is the thread that runs throughout our whole organisation. We want to support you to thrive, taking your career to its full potential.
We value staff wellbeing, with a well-established programme of support. We believe in a holistic approach spanning all aspects of living a healthy life, including physical, emotional, spiritual and financial wellbeing. We've even got a pool!
We are committed to supporting you and hope you want to join our team. In the meantime, find out more about living and working the beautiful historic city of Bath, learn about our extensive package of staff benefits, and read about how we're providing healthcare fit for the future with the landmark Dyson Cancer Centre and our passion for research.
Job description
Job responsibilities
1. To be responsible for identifying and managing capacity issues which in turn maintains operational efficiency, ensuring additional lists (with the correct staffing) are put in place.
2. Ensure accurate data handling. To note urgent and other requests which may require priority treatment and book accordingly.
3. To communicate effectively with patients, relatives and all disciplines of staff in order to ensure an efficient and effective service. Relaying messages, in a polite and helpful manner, taking independent action as appropriate. To include telephone and email queries.
4. To check all patient details, safety alerts and special requirements, liaising with GP surgeries, other hospitals and consultant secretaries as necessary. Ensure that any change of patient details are made promptly and accurately at the point of referral or appointment confirmation.
5. Ensuring the correct prescription-only medicine preparation is sent to patients prior to specialised imaging appointments. In addition this requires accurate inventory to comply with medicines law.
6. To be responsible for contacting patients by telephone. Raising safety issues with the relevant clinical modality lead as necessary.
7. To be responsible for aspects of private patient appointments, liaising with the finance department and consultants as necessary, in accordance with the Trusts private patient policy and departmental procedure.
8. Contribute ideas and initiatives towards creating and maintaining an effective and efficient service. Making best use of IT and being involved with the changing technology as this becomes available.
9. To be responsible for keeping WLI and additional ad hoc lists updated, ensuring lists are booked, staff are informed and appointment slots fully utilised.
10. Other related duties including keeping documents and information leaflets in stock for multiple appointment letters, emailing information (in accordance with Trust policy) and sorting post.
11. To provide cross-cover within the Cardiology Department as and when the service requires (including Reception).
12. To be a key member of a multidisciplinary team sharing responsibility for the smooth operational running of the department.
13. To be flexible to the needs of the department.
14. To adhere to all hospital policies ensuring all mandatory training is kept up-to-date.
Job description
Job responsibilities
1. To be responsible for identifying and managing capacity issues which in turn maintains operational efficiency, ensuring additional lists (with the correct staffing) are put in place.
2. Ensure accurate data handling. To note urgent and other requests which may require priority treatment and book accordingly.
3. To communicate effectively with patients, relatives and all disciplines of staff in order to ensure an efficient and effective service. Relaying messages, in a polite and helpful manner, taking independent action as appropriate. To include telephone and email queries.
4. To check all patient details, safety alerts and special requirements, liaising with GP surgeries, other hospitals and consultant secretaries as necessary. Ensure that any change of patient details are made promptly and accurately at the point of referral or appointment confirmation.
5. Ensuring the correct prescription-only medicine preparation is sent to patients prior to specialised imaging appointments. In addition this requires accurate inventory to comply with medicines law.
6. To be responsible for contacting patients by telephone. Raising safety issues with the relevant clinical modality lead as necessary.
7. To be responsible for aspects of private patient appointments, liaising with the finance department and consultants as necessary, in accordance with the Trusts private patient policy and departmental procedure.
8. Contribute ideas and initiatives towards creating and maintaining an effective and efficient service. Making best use of IT and being involved with the changing technology as this becomes available.
9. To be responsible for keeping WLI and additional ad hoc lists updated, ensuring lists are booked, staff are informed and appointment slots fully utilised.
10. Other related duties including keeping documents and information leaflets in stock for multiple appointment letters, emailing information (in accordance with Trust policy) and sorting post.
11. To provide cross-cover within the Cardiology Department as and when the service requires (including Reception).
12. To be a key member of a multidisciplinary team sharing responsibility for the smooth operational running of the department.
13. To be flexible to the needs of the department.
14. To adhere to all hospital policies ensuring all mandatory training is kept up-to-date.
Person Specification
Experience
Essential
- Experience in working in Administration
Desirable
Experience
Essential
- Ability to perform basic functions in Microsoft Office
Desirable
- Pro-active and takes responsibility
Person Specification
Experience
Essential
- Experience in working in Administration
Desirable
Experience
Essential
- Ability to perform basic functions in Microsoft Office
Desirable
- Pro-active and takes responsibility
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).
Employer details
Employer name
Royal United Hospitals Bath NHS Foundation Trust
Address
Cardiology Outpatients, Royal United Hospital
Combe Park
Bath
BA1 3NG
Employer's website
https://www.ruh.nhs.uk/ (Opens in a new tab)
