Job summary
An exciting opportunity has arisen for motivated individuals to work as as senior administration officer supporting the delivery of community cardiology Services at St Catherine's Health Centre
As an integral member of these clinical teams, you will provide essential support to these services ensuring they deliver high quality services to patients.
The post holder will play an important role within the wider Admin Team to provide efficient and comprehensive administration support to clinicians and managers. You will work within an integrated and skill mixed Admin Team to support clinical service delivery.
As a Band 3 Administrative Officer you will report directly to the Band 4 Admin Team Co-coordinator and work closely with other Band 3 colleagues as a vital member of the admin team, providing secretarial support to clinicians and managers and assisting with the supervision of the day to day workload of Band 2 Admin Support colleagues.
The successful candidate must be able to build effective working relationships, be approachable and accessible with a flexible attitude to work pressures. In supporting the standardisation of the admin function across the Trust, you will be required to help improve the efficiency and effectiveness of the admin support received by clinical services. We are therefore looking for individuals with a positive approach to change and supportive of service improvements.
Main duties of the job
The role requires all basic administration duties plus the additional roles of acting as first point of contact using judgement to deal effectively with a wide range of routine, complex and sensitive enquiries using various methods of communication e.g. phone letter or email.
Patient appointment notification or Discharge. Support the heart failure medical secretary when required,
To be able to complete Admin appropriate patient documentation and enter confidential patient data using computerised information systems e.g. S1, Cerner, ERS. in line with Trust policies and procedures ensuring that information reported is accurate, timely and to the required standard and completing spot check audits of patient
To liaise with associated agencies or external organisations as necessary, clinical and non-clinical e.g. Transport, interpreters, GPs escalating when appropriate. and contact referrer if patient referral is inappropriate or incomplete in line with service specific requirements
Team work is essential and to have gain knowledge and ability to perform in all roles within community cardiology administration to ensure the smooth and efficient operation of the service.
About us
Theadmin team is part of the community cardiology service for Wirral Community NHS Trust and also includes heart failure team, cardiovascular cardiac rehabilitation, cardiology clinics and diagnostics. We sit within Wirral Community NHS trust and serve all patients registered with a Wirral GP.
Job description
Job responsibilities
- To provide a variety of Administrative support to a Team or individual to facilitate the delivery of clinical services.
- To support the needs of patients from an administrative perspective.
- Day to day management of Admin Officers within the Team
- Act as first point of contact using judgement to deal effectively with a wide range of routine, complex and sensitive enquiries using various methods of communication e.g. phone letter or email.
- Provide advice and signpost patients as appropriate.
- Take and pass on accurate messages for Team Members in their absence.
- Signpost routine or complex service emails to appropriate clinician or service.
- Contact referrer if patient referral is inappropriate or incomplete in line with service specific requirementsEnsure that equipment and stationery is ordered within budgetary constraints.
- Enter confidential patient data using computerised information systems in line with Trust policies and procedures ensuring that information reported is accurate, timely and to the required standard and completing spot check audits of patient Information to provide assurance of completeness of records.
- Request and follow up with clinical/non-clinical where there are gaps in information held or as requested by clinician.
- Responsible for booking patients into Service Clinics in line with service specific requirements.
- Raise issues with clinical waiting lists if wait times are over and above service specifications.
- Call back to patients to confirm appointment times/attendance and rebook where appropriate.
- Prepare system generated or tasked letters and mail or email out e.g. Patient appointment notification or Discharge.
- Complete Admin appropriate patient discharge in Electronic System e.g. continued DNA / FTA.
- Liaise with associated agencies or external organisations as necessary, clinical and non-clinical e.g. Transport, interpreters, GPs escalating when appropriate.
- Scanning documents and attaching to patient notes.
- Signpost emails from teams central email account to appropriate clinician/service.
Job description
Job responsibilities
- To provide a variety of Administrative support to a Team or individual to facilitate the delivery of clinical services.
- To support the needs of patients from an administrative perspective.
- Day to day management of Admin Officers within the Team
- Act as first point of contact using judgement to deal effectively with a wide range of routine, complex and sensitive enquiries using various methods of communication e.g. phone letter or email.
- Provide advice and signpost patients as appropriate.
- Take and pass on accurate messages for Team Members in their absence.
- Signpost routine or complex service emails to appropriate clinician or service.
- Contact referrer if patient referral is inappropriate or incomplete in line with service specific requirementsEnsure that equipment and stationery is ordered within budgetary constraints.
- Enter confidential patient data using computerised information systems in line with Trust policies and procedures ensuring that information reported is accurate, timely and to the required standard and completing spot check audits of patient Information to provide assurance of completeness of records.
- Request and follow up with clinical/non-clinical where there are gaps in information held or as requested by clinician.
- Responsible for booking patients into Service Clinics in line with service specific requirements.
- Raise issues with clinical waiting lists if wait times are over and above service specifications.
- Call back to patients to confirm appointment times/attendance and rebook where appropriate.
- Prepare system generated or tasked letters and mail or email out e.g. Patient appointment notification or Discharge.
- Complete Admin appropriate patient discharge in Electronic System e.g. continued DNA / FTA.
- Liaise with associated agencies or external organisations as necessary, clinical and non-clinical e.g. Transport, interpreters, GPs escalating when appropriate.
- Scanning documents and attaching to patient notes.
- Signpost emails from teams central email account to appropriate clinician/service.
Person Specification
Qualifications and professional training
Essential
- NVQ Level 3, AS or A Level, Baccalaureate or equivalent experience
- Demonstrable working knowledge of Microsoft packages including Word, Excel and Outlook
Desirable
- Evidence of continued professional development within last 12 months
Experience
Essential
- Experience of maintaining databases and information systems
- Experience of managing diaries for meetings etc
- Experience of maintaining patient waiting lists
- Previous experience of dealing with the public and taking telephone enquiries
Desirable
- Previous experience of working in the NHS
- Previous supervisory experience
Skills
Essential
- Excellent oral and written communication skills with people from a wide variety of backgrounds
- Ability to work under pressure to meet tight deadlines
- Ability to produce work of a high standard with attention to detail
- Ability to communicate sensitively with all staff groups, patients and their families
- Good organisational skills
Personal Qualities
Essential
- Proacitve
- Patient
- Flexible, Adaptive and Creative
- Professional
- Team player with an awareness of team dynamics
- Ability to use own initiative but understand the need to seek advice when necessary
Person Specification
Qualifications and professional training
Essential
- NVQ Level 3, AS or A Level, Baccalaureate or equivalent experience
- Demonstrable working knowledge of Microsoft packages including Word, Excel and Outlook
Desirable
- Evidence of continued professional development within last 12 months
Experience
Essential
- Experience of maintaining databases and information systems
- Experience of managing diaries for meetings etc
- Experience of maintaining patient waiting lists
- Previous experience of dealing with the public and taking telephone enquiries
Desirable
- Previous experience of working in the NHS
- Previous supervisory experience
Skills
Essential
- Excellent oral and written communication skills with people from a wide variety of backgrounds
- Ability to work under pressure to meet tight deadlines
- Ability to produce work of a high standard with attention to detail
- Ability to communicate sensitively with all staff groups, patients and their families
- Good organisational skills
Personal Qualities
Essential
- Proacitve
- Patient
- Flexible, Adaptive and Creative
- Professional
- Team player with an awareness of team dynamics
- Ability to use own initiative but understand the need to seek advice when necessary
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.
Employer details
Employer name
Wirral Community Health and Care NHS Foundation Trust
Address
Community Cardiology, St Catherine's Health Centre
Church Road
Birkenhead
CH42 0LQ
Employer's website
https://www.wchc.nhs.uk/ (Opens in a new tab)
