Administrative Officer

Job overview

At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.

The Heart Failure Administrative Officer plays a key role in supporting the delivery of a high‑quality heart failure service. The post holder will be responsible for the effective coordination and management of patient appointments, ensuring timely access to care. Working closely within the heart failure team, the role involves overseeing referrals, clinic scheduling, patient tracking and data management, while providing a responsive and professional point of contact for patients, clinicians and external services.

Excellent organisational skills, attention to detail and the ability to prioritise workload are essential to support safe, efficient and patient‑centred care.

Main duties of the job

The post holder will be responsible for the day‑to‑day administration and active management of the Heart Failure service , ensuring patients are tracked accurately and treated within agreed pathways and targets. Key duties include coordinating referrals, booking and rescheduling clinics, monitoring appointment outcomes and escalating capacity or access issues as required.

The post holder will act as a central point of contact for patients, clinicians and external teams, providing timely, professional communication and ensuring a patient‑focused approach at all times. Close working within the multidisciplinary heart failure team is essential to support safe, efficient and equitable access to care.

Detailed job description and main responsibilities

• To work unsupervised and exercise judgement when dealing with enquiries analysing and resolving issues.
• To work unsupervised and exercise judgement when dealing with enquiries analysing and resolving issues.

• There is a requirement to exchange verbal and written information with patients, staff and carers, requiring tact and diplomacy. The post holder will be expected to deal with queries from anxious patients and carers.
• Responsibility for handling telephone and other communications with sensitivity and confidentiality using personal judgement to assess each situation and to deal with accordingly.
• To deliver a high standard of communication to build and maintain good working relationships.
• The job will involve job prioritisation of work, booking outpatient appointments via e-referral / C&B, answering all telephone queries, typing and liaising with GP practices.
• To ensure systems are in place to deliver a high standard of communication to build and maintain good working relationships.
• To deliver a high standard of typing and ensure actions detailed are dealt with accordingly.
• To understand and comply with all Departmental and Trust Procedures and Policies.
• To undertake any further duties as required by the Division.
• To enter data into and extract data from Careflow as required.
• Management of RTT and pathways.
• To develop and maintain a team working philosophy amongst the department team.
• Liaise with Specialist Nurses and schedule appointments. To arrange, cancel or alter clinical commitments to contribute to the smooth running of the Ambulatory Unit.
• To develop and maintain effective communication and working relationships both internally within the directorate and trust and externally within the wider health community.
• Planning and organisation of own time.
• This role will require some sustained periods of concentration.
• To organise and arrange copying and collation of materials.