Detailed job description and main responsibilities

• Organise own workload and act independently within defined guidelines to:
•  Provide an efficient and comprehensive administrative service to a high standard in a busy environment supporting the workload of the Integrated Heart Failure Service
• • Perform general office duties including responding to email enquiries, answering the telephone, taking messages accurately and ensuring that any urgent enquiries are dealt with in a timely manner. Photocopying and scanning, receiving and sorting daily post, date stamp, scan and distribute electronically as appropriate. Accessing discharge plans for patients and adding to SystmOne, liaising with the integrated heart failure nurses, supporting the preparation for and outcomes of the multi-disciplinary meetings.
  • Maintain and update SystmOne with all referrals received and discharged. Monitoring waiting lists, running and actioning relevant reports including those related to service KPIs.
  • Data input using SystmOne software to deliver an efficient booking system including registering patients, processing new referrals booking appointments for clinics and home visits and sending appointment letters/ communications out. Accommodate those patients who wish to cancel or change their appointment.
  • Accurately type via copy or audio; correspondence, minutes and other documents ensuring signature where required and posted/distributed in a timely manner. Support team meetings/ MDTs and on occasion take minutes.
  • Order and maintain an adequate stock of stationary and medical supplies.
  • Communicate effectively with staff within the Integrated Heart Failure Service, other healthcare professionals, patients and carers by telephone/letter/sometimes in person, on a daily basis. Using communication skills to address language and cultural diversity issues.
  • Recognise the importance of clinical reports (e.g. blood/ echo) and add into the patient’s electronic record to ensure the patients’ ongoing management programme is adhered to. Ensure the Heart Failure Clinical Nurse Specialists sign off these reports when necessary.
  • Arranging interpreting services as necessary.
  • To comply with the organisational and departmental policies and procedures.
  • Understand Information Governance and employ this when dealing with all patient or patient related documents.
  • To be aware of the health and safety aspects of work and implement any policies, which may be required to improve the safety of your work and other persons present. This includes the prompt reporting of any incidents to senior staff and ensuring that equipment is safe.
  • Maintain own professional development by undertaking any additional training required to fulfil the requirements of the job and attend all specified mandatory training sessions