Cardiology Administration Assistant

Job overview

As our Cardiology Administrative Assistant, you’ll play a key role in the smooth day‑to‑day running of our Cardiology appointment service.

You will handle patient enquiries, manage general queries, and book appointments, ensuring an efficient and well‑organised service.

This is a patient‑facing role, so you’ll work closely with patients, relatives, and members of the public. Our team prides itself on delivering a friendly, professional, and supportive service to everyone who contacts us.

Main duties of the job

You will manage your own busy and varied workload each day, helping to keep our Cardiology service running smoothly. Your responsibilities will include:

• Working independently to ensure waiting lists are well‑managed and appointments are booked efficiently
• Prioritising and triaging referrals in a timely manner, including liaising with multidisciplinary clinical teams
• Maintaining accurate and up‑to‑date pending lists for appointments
• Producing accurate monthly waiting‑time data
• Checking referral data and spreadsheets to ensure all referrals are actioned appropriately
• Requesting patient notes from the RUH and external hospitals
• Completing a range of administrative tasks, including scanning, emailing, filing and managing paperwork

Detailed job description and main responsibilities

• To be responsible for identifying and managing capacity issues which in turn maintains operational efficiency, ensuring additional lists (with the correct staffing) are put in place.
• Ensure accurate data handling. To note urgent and other requests which may require priority treatment and book accordingly.
• To communicate effectively with patients, relatives and all disciplines of staff in order to ensure an efficient and effective service. Relaying messages, in a polite and helpful manner, taking independent action as appropriate. To include telephone and email queries.
• To check all patient details, safety alerts and special requirements, liaising with GP surgeries, other hospitals and consultant secretaries as necessary.  Ensure that any change of patient details are made promptly and accurately at the point of referral or appointment confirmation.
• Ensuring the correct prescription-only medicine preparation is sent to patients prior to specialised imaging appointments.  In addition this requires accurate inventory to comply with medicines law.
• To be responsible for contacting patients by telephone. Raising safety issues with the relevant clinical modality lead as necessary.
• To be responsible for aspects of private patient appointments, liaising with the finance department and consultants as necessary, in accordance with the Trust’s private patient policy and departmental procedure.
• Contribute ideas and initiatives towards creating and maintaining an effective and efficient service.  Making best use of IT and being involved with the changing technology as this becomes available.
• To be responsible for keeping WLI and additional ad hoc lists updated, ensuring lists are booked, staff are informed and appointment slots fully utilised.
• Other related duties including keeping documents and information leaflets in stock for multiple appointment letters, emailing information (in accordance with Trust policy) and sorting post.
• To provide cross-cover within the Cardiology Department as and when the service requires (including Reception).
• To be a key member of a multidisciplinary team sharing responsibility for the smooth operational running of the department.
• To be flexible to the needs of the department.
• To adhere to all hospital policies ensuring all mandatory training is kept up-to-date.