Admin Assistant - Cardiology team

Job overview

We’re looking for a proactive and organised Administrative Assistant to support the smooth running of the Cardiology service. You’ll manage the day‑to‑day coordination of appointments, handle patient and general enquiries, and arrange inpatient diagnostics by working closely with clinical teams across the hospital.

This role involves regular contact with patients, relatives and the public, so you’ll play a key part in providing a friendly, efficient and professional appointment service.

Main duties of the job

• Manage your own daily workload, ensuring cardiology waiting lists and appointments are organised and booked efficiently.
• Prioritise and triage referrals promptly, working closely with multidisciplinary clinical teams to support safe and timely patient care.
• Maintain accurate pending and appointment lists, ensuring all information is kept up to date.
• Produce reliable monthly waiting‑time data and check spreadsheets for anomalies to ensure every referral is actioned correctly.
• Request and track patient notes from the RUH and external hospitals to support smooth clinical pathways.
• Carry out a range of administrative tasks, including scanning, emailing, filing and general office duties.
• Support the wider Cardiology Admin Team, providing cross‑cover and contributing to a collaborative, patient‑focused service.

Detailed job description and main responsibilities

• Manage clinic capacity effectively, ensuring urgent requests are prioritised and additional staffed lists are set up when needed.
• Communicate professionally with patients, relatives and staff, handling phone and email enquiries and updating patient details accurately.
• Coordinate prescription‑only medication packs and maintain correct stock levels in line with medicines legislation.
• Support private patient bookings and ensure all appointment lists (including WLI and ad‑hoc lists) are updated, fully utilised and communicated to staff.
• Carry out a range of administrative duties, including maintaining information leaflets, managing post, and supporting service improvement through effective use of IT.
• Provide flexible cross‑cover across the Cardiology team, work collaboratively as part of the MDT and maintain compliance with Trust policies and mandatory training.