Team Administrator - Community Heart Failure Services

Job overview

An opportunity has arisen for a Team Administrator to join the  Community Heart Failure Service.  The role will involve providing comprehensive, efficient, secretarial and administrative support to the clinical staff and Heart Failure Nurse Specialists.

There will also be a requirement to work in collaboration with the wider Community  Heart Failure teams based across the Geographical Footprint of the Organisation.

The successful applicant will have good team working and communication skills alongside excellent organisational skills and be a competent user of Microsoft Office Packages (word, e-mail, excel and power point).

The role includes collection and accurate inputting of patient data into service databases, use of patient administration systems, handling telephone enquiries, minute taking and supporting equipment ordering.

Please note: Due to recent changes in UK immigration and visa rules, this role may not be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role.

Skilled Worker visa: going rates for eligible occupation codes - GOV.UK

Health and Care Worker visa: If you’ll need to meet different salary requirements - GOV.UK

Main duties of the job

They will be the first point of contact into the service and will need to demonstrate a confident, friendly manner whilst dealing with patients and families.

To undertake general office duties including photocopying and distribution of documents as required and opening and distributing of post.

To deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate information.

To be able to work unsupervised and prioritise workload on a day to day basis, liaising with other team members to ensure continuity of service at all times.

Undertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service.

To use SystmOne – patient electronic system to manage tasks and ensure accurate electronic patient records are maintained.  This will include scanning documents and booking patients onto clinical rotas – training will be given and the level of using SystmOne will be commensurate to your role.

Providing a comprehensive and efficient Administration service for Heart Failure Services and  ensuring a timely dispatch of outgoing post.

To produce and check correspondence that are visually attractive and of a high standard of readability using Microsoft Office.

To book and manage clinics for new referrals and follow up appointments.

Detailed job description and main responsibilities

Ensure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines.

Deal with correspondence and telephone queries for clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne).

To receive emails, telephone enquiries and visitors regarding appointments, meetings and queries taking any necessary action by passing on accurate messages or resolving issues appropriate to your role.

Maintain stationery stocks, undertaking ordering stationery, other office supplies and clinical equipment as required using the Oracle system.

To undertake task management on the patient electronic system (SystmOne) as required

Liaise with the Nurse Specialists and Senior Management Team regarding complaints and queries received by phone or electronically.

You will be required to take notes/minutes at local team meetings and transcribe them.  These will need to be of a consistent standard as set out in the service UKAS accreditation (IQIPS, standard)

Collate and present data/information as requested, using agreed systems and formats.

To participate in supporting service development for the Heart Failure Service.

To undertake general administrative duties as required, to enable the efficient running of the Specialist Heart Failure team participating fully as a team member. This may include undertaking any other duties at the request of the Line Manager, which are commensurate with the role.  To raise concerns where necessary which may affect efficient provision of the service.

To work with administration colleagues in the service to provide necessary cover for annual leave and sick leave commensurate with the role.

Report problems as they arise, solving them if possible/appropriate.

Use and maintain resources efficiently and effectively, reporting damaged and faulty equipment when identified.

To order general stationery and office supplies as and when required

The work involves close contact with patients, families and carers ; to treat everyone you encounter with dignity and respect.  Recognising that people are different – avoids discrimination.

To provide administrative support which will include typing correspondence, telephone calls, post, test results, typing minutes and assist with booking appointments.

Prioritise own workload, ensuring urgent correspondence are managed first according to urgency and departmental guidelines.

Further information is available in the attached job description and person specification.

We often receive a high number of applications for this role so please be aware that the vacancy may close earlier than the advertised closing date.