Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 18.75 hours per week
- Job ref
- 409-8368016
- Employer
- Mersey and West Lancashire Teaching Hospitals NHS Trust
- Employer type
- NHS
- Site
- Community Cardiac Team
- Town
- St Helens
- Salary
- £25,760 - £27,476 per annum, pro rata
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Community Secretary/Administrator for Community Cardiac Team
NHS AfC: Band 3
After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.
Job overview
Apply now for our exciting secretarial post!
The post-holder will support the community cardiac team in the delivery of evidence-based care for patients who have had a cardiac event such as a myocardial infarction, cardiac surgery and heart failure.
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
- To provide comprehensive secretary and administrative support to the community cardiac team and associated health professionals and actively participate and contribute to the development of the service.
- To provide a customer focused service to its users in the co-ordination of appointments and workload management for the clinics after liaising with all staff.
Working for our organisation
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme.
Detailed job description and main responsibilities
Key duties
- To provide a front-line service for all cardiac service user enquiries, responding to telephone, emails and face to face enquiries in an efficient, tactful and professional manner, redirecting calls as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary.
- To be responsible for maintaining, developing, and managing all aspects of secretarial support clinically and/or administratively.
- The management of the patient booking system to include building of clinic sessions, management of cancellation lists and breaches, data cleansing.
- To act as the Super user for the patient electronic computer system.
- To ensure that appropriate levels of identified stock and lower-level clinical equipment are requisitioned on the Purchase Ordering system.
- To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys.
- To deal with all internal/external mail and redistribution to relevant department.
- To accept deliveries and ensure these are dealt with promptly.
- To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy.
- To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated.
- To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate.
- To manage, update and maintain clinical diaries as requested.
- To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing.
- To arrange meetings between staff as directed, take notes, and distribute the meeting notes to parties concerned.
- To assist with research and audit activity using a variety of audit tools including the internet.
- To coordinate information received from external partners such as hospital discharge and cardiology clinic letters.
- Responsible for setting up clinics on Systmone.
- Responsible for the collection and assist in the reporting of KPI and Patient Access data.
- To maintain and update of staff duties on E-roster daily.
- Process all referrals received electronically or by post.
- Exchange of information with patients and carers requiring tact.
- Take telephone calls and signpost to relevant nurse. This may occasionally be distressing or emotional circumstances.
- Collect and input information regarding patients and send results to NACR (National Audit of Cardiac Rehabilitation)
- Input and manage cardiology and post MI clinics on MEDWAY.
Person specification
Qualifications
Essential criteria
- 4 GCSEs at grade C or above to include Maths and English or Key skills equivalents
Desirable criteria
- ECDL or equivalent
- Audio typing qualification
- NVQ 3 Business Administration or Customer Care
- Experience of working in a clinic/office environment
- Previous experience of working within the health or social sector
- Previous experience of using an appointment booking system
Experience
Essential criteria
- Working within a customer facing environment
- Ability to work to meet deadlines
Desirable criteria
- Sufficient experience in an administrative role
- Experience of working in a clinic/office environment
Knowledge
Essential criteria
- The ability to work flexibly in accordance with service needs
- Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations
- Maintenance of confidentiality and diplomacy at all times
Desirable criteria
- The ability to work flexibly in accordance with service needs
- Ability to file records at high and low levels which may be unwieldly
- Self-motivated and able to work under a range of pressures
Skills
Essential criteria
- Experience of using Microsoft packages to include word, excel, access etc.
- Motivated and able to work as part of a team
- Ability to work on own initiative
- Good organiser of self and workload
- Excellent telephone manner and excellent customer service skills
- Diary maintenance both electronic and manual
- Ability to prioritise workload and delegate as necessary
- Ability to analyse and interpret data and extract relevant information and report and act on appropriately.
Our Values
Essential criteria
- We are Kind
- We are Open
- We are Inclusive
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Joanne Bailey
- Job title
- Cardiac services team leader
- Email address
- [email protected]
- Telephone number
- 01744457261
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