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University Hospitals Plymouth NHS Trust

Arrhythmia Team Administrator

The closing date is 10 July 2025

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Job summary

To provide a comprehensive secretarial and administration service to the Arrhythmia Care Co-ordinators in an efficient and timely manner. This post is part of a professional multi-skilled team working across the clinical and administration services.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

  • The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.
  • Responsible to undertake the role of secretary and administration support, to the Arrhythmia Care Co-ordinators

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Details

Date posted

26 June 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year Per Annum, Pro Rata

Contract

Permanent

Working pattern

Part-time

Reference number

216-AJ-M7229701

Job locations

Cardiology Service Line, Terence Lewis Level 9

Derriford Hospital, Derriford Road

Pymouth

PL6 8DH


Job description

Job responsibilities

  • Responsible for the full secretarial and administrative service to the Arrhythmia Care Co-ordinators
  • Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the Arrhythmia Care Co-ordinaotrs/ Service Line Cluster Manager.
  • Prioritise own workload.
  • Maintain an up-to-date diary for the clinical team, liaising with external and internal contacts and organisations as necessary.
  • Provide administrative support to the Arrhythmia Care Co-ordinators in respect of work relating to teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes.
  • Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
  • Add patient to the Outpatient Waiting List, the IP/DC Waiting List and the Planned IP/DC Waiting List adhering to Trust Policy and Procedures
  • Book Outpatient appointments for the Arrhythmia Care-Co-ordinators when requested in line with Trust Policy and Procedures
  • Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records when required.
  • Provide support in respect of clinical audit responsibilities.
  • Ensure comprehensive working knowledge of iPMS as commensurate with role.
  • Obtain patient test results using CRIS/Insight/Isoft system at the teams request.
  • To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team.
  • To liaise with the IP Waiting List Co-ordinator to arrange the booking of Cardioversions
  • Required to cover service line medical secretary colleagues during times of absence or increased workload as requested by line manager

Job description

Job responsibilities

  • Responsible for the full secretarial and administrative service to the Arrhythmia Care Co-ordinators
  • Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the Arrhythmia Care Co-ordinaotrs/ Service Line Cluster Manager.
  • Prioritise own workload.
  • Maintain an up-to-date diary for the clinical team, liaising with external and internal contacts and organisations as necessary.
  • Provide administrative support to the Arrhythmia Care Co-ordinators in respect of work relating to teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes.
  • Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
  • Add patient to the Outpatient Waiting List, the IP/DC Waiting List and the Planned IP/DC Waiting List adhering to Trust Policy and Procedures
  • Book Outpatient appointments for the Arrhythmia Care-Co-ordinators when requested in line with Trust Policy and Procedures
  • Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records when required.
  • Provide support in respect of clinical audit responsibilities.
  • Ensure comprehensive working knowledge of iPMS as commensurate with role.
  • Obtain patient test results using CRIS/Insight/Isoft system at the teams request.
  • To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team.
  • To liaise with the IP Waiting List Co-ordinator to arrange the booking of Cardioversions
  • Required to cover service line medical secretary colleagues during times of absence or increased workload as requested by line manager

Person Specification

Qualifications

Essential

  • NVQ level 3 in either business administration or related subject or equivalent demonstrable experience

Desirable

  • Typing to OCR 3 (or above) standard or equivalent demonstrable experience
  • Recognised medical secretary qualification and/or equivalent

KNOWLEDGE & EXPERIENCE

Essential

  • Previous demonstrable secretarial experience
  • Previous demonstrable experience in the use of word processors/data base/spreadsheet packages
  • Demonstrable experience of audio transcription
  • Excellent organisational skills

Desirable

  • Previous experience of working within a large clinical setting
  • Proven Knowledge of patient management systems
  • Previous demonstrable experience in a support/medical secretary role
  • Demonstrable experience in using digital dictation or voice recognition software

Team working

Essential

  • Evidence of understanding of team work

Desirable

  • Evidence of team working
Person Specification

Qualifications

Essential

  • NVQ level 3 in either business administration or related subject or equivalent demonstrable experience

Desirable

  • Typing to OCR 3 (or above) standard or equivalent demonstrable experience
  • Recognised medical secretary qualification and/or equivalent

KNOWLEDGE & EXPERIENCE

Essential

  • Previous demonstrable secretarial experience
  • Previous demonstrable experience in the use of word processors/data base/spreadsheet packages
  • Demonstrable experience of audio transcription
  • Excellent organisational skills

Desirable

  • Previous experience of working within a large clinical setting
  • Proven Knowledge of patient management systems
  • Previous demonstrable experience in a support/medical secretary role
  • Demonstrable experience in using digital dictation or voice recognition software

Team working

Essential

  • Evidence of understanding of team work

Desirable

  • Evidence of team working

Disclosure and Barring Service Check

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Cardiology Service Line, Terence Lewis Level 9

Derriford Hospital, Derriford Road

Pymouth

PL6 8DH


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Cardiology Service Line, Terence Lewis Level 9

Derriford Hospital, Derriford Road

Pymouth

PL6 8DH


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Cardiology Support Manager

Paul Smith

paul.smith19@nhs.net

01752432908

Details

Date posted

26 June 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year Per Annum, Pro Rata

Contract

Permanent

Working pattern

Part-time

Reference number

216-AJ-M7229701

Job locations

Cardiology Service Line, Terence Lewis Level 9

Derriford Hospital, Derriford Road

Pymouth

PL6 8DH


Supporting documents

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