Job Description

The post holder will be directly responsible to the Administration Manager and will work in close liaison with the consultants and their team. The day-to-day working relationships include face-to-face, telephone and electronic communication, other administrative and clerical staff, all staff groups within the Trust, numerous outside agencies including patients, their carers and other hospitals.
The post holder will work flexibly with other secretarial colleagues in the overall provision of administrative support to the Cardiac Directorate. Ensure that an excellent level of customer care is delivered to patients and members of the public.

• Process clinical letters and ensure all correspondence are sent to patients and their GP in a timely fashion.
• Ensure that the administration of the department is efficient, effective and responsive (e.g. dealing with queries, correspondence and day-to-day issues).
• Work flexibly across departments within the Directorate as required.
• Contribution to positive patient experiences.
• Effective delivery of assigned admin tasks.
• Input and maintenance of accurate patient information on Trust information systems.

You can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care. Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You’ll get an experience like no other and will fast forward your career.

Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to work, car lease schemes, and season ticket loan or membership options for onsite leisure facilities. We encourage staff to have the Covid vaccination to protect themselves, patients, other colleagues as well as the wider community. Please note it is an operational requirement to comply with infection prevention and control procedures within the Trust such as lateral flow testing, hand washing and the wearing of masks, according to the procedures in place at any time or location.

• Process correspondence for the designated team using the Trust software applications. (i.e Dictate.it, Cerner, PCS, choose and book, IEP, EDC )
• Arrange meetings for the team as necessary, managing room bookings and materials required.
• Receive incoming mail and deal with routine correspondence and undertake follow-up action as directed by the unit manager or team leader.
• Receive and respond to queries from external parties, patients and relatives, or other departments, escalating more complex queries to the relevant members of the team.
• Assist with answering queries as directed by the unit manager or team lead, ensuring that when possible they are resolved early and arranging for necessary action to be expedited.
• Ensure clinical administration is dealt with effectively, including those matters where liaison with other departments, hospitals or services is necessary.
• Manage the diaries of team members.
• General administration duties such as photocopying and filing.
• Ensure that patient information systems are used to enhance the efficient running of the service as necessary.
• Work with the wider team to support the development and introduction of new ways of working.
• Assist the wider team with any other duties that are necessary to ensure the smooth running of the service.
• Maintain and update local databases.
• Priorities, plan and organize daily workload, ensuring that daily tasks and ongoing workloads are prioritized and completed within agreed and acceptable timescales.
• Ensure that you are familiar with the practices of other team members so that you can assist in the event of absence where possible, maintaining adequate secretarial cover within the specialty at all times.
• Create and maintain local filing systems, keeping accurate records of the work completed within the team.
• Liaise with GPs regarding referrals/results.
• Use initiative and work without direct supervision, as well as to use relevant information technology to facilitate the performance of tasks.
• Participate in annual appraisals and performance reviews. Identify personal development needs.
• Attend training and development as required.
• Provide cover across other locations at times of leave or sickness.
• To comply with the Trust access policy at all times when dealing with patients who fail to attend
• To act as part of the wider multidisciplinary team, including clinicians, nurses, therapists and other clerical and professional staff.
• Understand and adhere to all Trust policies, guidelines and procedures.
• Support the Trust in providing the best experience possible for each of our patients.
• To maintain confidentiality in respect of information obtained at all times.

Required Knowledge, Skills, and Abilities