Cardiac Day Unit Admin Officer

The primary role for this post is responsible for running the waiting list for the cardiac day unit. This will involve liaising with clinicians, nursing staff and patients. You will validate waiting lists, ensure Trust targets are met, identify breach times and take appropriate action to escalate if required. You will ensure no patients are lost to follow‑up and optimise resource use to minimise waiting times. You will update databases and the Trust EPR systems; therefore good keyboard skills are essential. You must be able to produce all certificates stated as essential in the person specification, otherwise you will not be able to complete pre‑employment checks.

Main duties of the job:

• Validate waiting lists, ensuring departmental and Trust targets are met.
• Identify any patient who may breach waiting time targets and take appropriate action to escalate to the Unit Manager.
• Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales.
• Ensure appointment schedules are regularly reviewed to ensure the best use of resources and minimise waiting times.
• Ensure that no patients are lost to follow‑up.
• Deal with telephone enquiries, taking and conveying messages appropriately.
• Sort incoming mail and prepare outgoing mail for posting.
• Make appointments and give non‑clinical advice as directed, taking necessary action for the call to be handled quickly and efficiently.
• Ensure procedure reports are formulated and distributed to the appropriate clinician/GP.
• Ensure clinical notes are ready for the smooth and effective provision of patient services.
• Liaise with secondary care staff, laboratories and GP surgeries to obtain patient test results and, where necessary, ensuring they are correctly assigned to patients, chasing up any outstanding reports not received.
• Maintain an up‑to‑date filing and archive filing system, disposing of archived patient records according to Trust Policy.
• Transmit electronic mail, photocopy documents and circulate information within Trust or departmental timescales.
• Enter data onto necessary databases according to service requirements.
• Use databases/spreadsheets to collect and formulate data on a monthly and annual basis or as required.
• Order and maintain adequate levels of stationery and supplies.
• Maintain electronic patient systems on a daily basis, ensuring visits, discharges, and patient information is accurately recorded.
• Any other duties appropriate to the grade at the request of the Unit Manager.
• Provide administrative support as appropriate to the grade to the wider departmental secretarial team.
• The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support for the control and administration of information assets.

Special Skills & Knowledge:

• Committed to quality customer care/delivering excellent customer service.
• Ability to communicate accurately verbally and in writing with a wide range of people.
• Effective interpersonal skills.
• Able to use own initiative to resolve routine queries, in line with departmental procedures.
• Able to work with minimal supervision.
• Following set procedures.
• Ability to prioritise workload.
• Able to work to deadlines.
• Flexible approach to work and adaptable to change.
• Ability to work as a member of a team.
• Knowledge of computer packages: Word, Excel, Outlook and PowerPoint.
• Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality.
• Ability to use discretion and maintain confidentiality.
• Knowledge of NHS Practices/Procedures.
• Clinical/Service knowledge.

Experience:

• Experience of an administrative role.
• Providing general provision of administrative duties in a challenging and constantly changing environment.
• Experience working within an NHS.
• Experience in maintaining electronic systems.

Qualifications:

• Good standard of general education minimum of 3 GCSEs or equivalent at Grade C or above including English.
• NVQ Level 2 in Business Administration (or working towards) or equivalent knowledge/experience.

Special Requirements:

• Ability to travel independently across the County to fulfil the requirements of the post.
• Present a professional image at all times.

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.