Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Fixed term: 12 months (NA)
- Hours
- Full time - 37.5 hours per week (NA)
- Job ref
- 197-AJ6834
- Employer
- Lewisham and Greenwich NHS Trust
- Employer type
- NHS
- Site
- Lewisham Hospital
- Town
- Lewisham
- Salary
- £24,625 - £25,674 per annum plus HCA
- Salary period
- Yearly
- Closing
- 03/06/2025 23:59
Employer heading

Band 3 cardiac rehabilitation administrator
NHS AfC: Band 3
Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.
Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.
We have recently launched our new vision and values to mark the LGT10 – the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.
To achieve this we value Respect, Compassion, and Inclusion; Being accountable over staying comfortable; Listening over always knowing best; and Succeeding together over achieving alone. You can read more about our visions and values here
Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as “good” or “outstanding” in over three-quarters of the services inspected by the Care Quality Commission.
Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.
LGT is a centre for the education and training of medical students enrolled with King’s College London’s GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.
We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.
Job overview
A fantastic opportunity has arisen for an Administrator on a 12-month fixed-term contract to join our Cardiac Rehabilitation Service, which promotes professionalism, teamwork, and collaborative learning. Our Cardiac Rehabilitation service provides an established and respected outpatient programme for patients post cardiac event in order to aid recovery through education, improved fitness, strength, and reduce risk factors. The service has demonstrated excellent results and patient satisfaction.
The post holder will have the ability to work with the service users to deliver a high quality of care and support to patients and their families, across the Cardiac Rehabilitation process. The role includes utilising knowledge, with good IT skills and attention to detail for comprehensive administrative support. The candidate will work independently undertaking tasks, and working as part of a team in a highly rewarding service.
Main duties of the job
All the following are to be carried out while working in close collaboration with members of the multi-disciplinary team led by a consultant.
o To demonstrate an administrative expertise and work autonomously, seeking guidance/support when necessary.
o To become an essential member and point of contact for the Cardiac rehabilitation service, patients and carers.
o To make appointments and liaise with the multi-disciplinary teams as required so will need good knowledge of and be able to conduct general admin duties as required.
o Add documents/reports and book patient appointment to Cerner (iCare-the electronic patient record) and ensure all clinics are accurately reflected for sickness/leave/other cancellations and slots blocked out.
o Check-in and then check-out all cardiac rehab appointments on iCare according to the outcome forms, making another appointment if required or discharging on the system.
o Give reminder calls to the patients for their appointment.
o Monitor waiting time and keep the rehab team and management informed of any issues/backlogs.
o Contribute regularly to quality monitoring of the service and assist with accurate database and national audit (NACR) input.
o To assist with the development and expansion of the current cardiac rehabilitation service providing evidence-based management of cardiac patients.
Working for our organisation
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Detailed job description and main responsibilities
Job Purpose
To assist the Cardiac Rehabilitation Service with general administration/clerical duties to ensure the smooth running of the service as required.
Key Result Areas & performance
· First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.
· To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
· To register patient details on Cerner (ICARE) ensuring a high level of data accuracy.
· To make appointments and liaise with the multi-disciplinary team as required so will need good knowledge of and be able to conduct general admin duties as required.
· To deal with written and telephone enquiries for the service as appropriate.
· To book follow up appointments as required
· To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments, update database and national audit.
· Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.
· Attend additional training as required and assist new staff with training.
· To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
· To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the Cardiac rehabilitation team directly to arrange where the patient needs to be booked.
Ordering, Receiving and Despatching Goods
· Order all stock for services as relevant.
· Maintain skills in ordering on SBS system.
· To be responsible for receiving all goods on arrival at site, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
· To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
General Administration/Clerical
· To take messages ensuring complete confidentiality in accordance with Trust policy.
· General filing duties as required.
· Accurate data entry.
· To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.
· Maintain confidentiality at all times.
· To book translators when requested by clinicians ensuring they are given a relevant code for the service.
· To be aware of existing processes and offer suggestions for improving services.
· Take minutes as required.
· Track Medical records on iCare.
· Ensure all Mandatory training is undertaken in a timely manner.
· Any other equivalent duties consistent with the level and purpose of the post.
Person specification
Essential and desirable
Essential criteria
- IT skills
Desirable criteria
- Audit input
Essential and desirable
Essential criteria
- Interpersonal skills
Desirable criteria
- Excel MS office skills
Essential
Essential criteria
- Data input
Desirable criteria
- Ordering, receiving and dispatching goods
Documents to download
Further details / informal visits contact
- Name
- Sarah-Jane Graham
- Job title
- Lead cardiac rehab nurse
- Email address
- [email protected]
- Telephone number
- 0203 192 6514
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