Job summary
- To assist the Integrated Heart Failure Service in all administrative duties relating to the day to day running of the service.
Main duties of the job
Provide an efficient and comprehensive administrative service to a high standard in a busy environment supporting the workload of the Integrated Heart Failure Serviceo Perform general office duties including responding to email enquiries, answering the telephone, taking messages accurately and ensuring that any urgent enquiries are dealt with in a timely manner.
Photocopying and scanning, receiving and sorting daily post, date stamp, scan and distribute electronically as appropriate.
Accessing discharge plans for patients and adding to SystmOne, liaising with the integrated heart failure nurses, supporting the preparation for and outcomes of the multi-disciplinary meetings.o Maintain and update SystmOne with all referrals received and discharged. Monitoring waiting lists, running and actioning relevant reports including those related to service KPIs.o Data input using SystmOne software to deliver an efficient booking system including registering patients, processing new referrals booking appointments for clinics and home visits and sending appointment letters/ communications out.
- Accommodate those patients who wish to cancel or change their appointment.o Order and maintain an adequate stock of stationary and medical supplies.o Communicate effectively with staff within the Integrated Heart Failure Service, other healthcare professionals, patients and carers by telephone/letter/sometimes in person, on a daily basis.
About us
You can apply to Access to Work to get money for communication support at a job interview - please use this link for more information: https://www.gov.uk/guidance/apply-for-communication-support-at-a-job-interview-if-you-have-a-disability-or-health-condition-access-to-workYou need to apply before the interview takes place.
Job description
Job responsibilities
- Organise own workload and act independently within defined guidelines to
- Provide an efficient and comprehensive administrative service to a high standard in a busy environment supporting the workload of the Integrated Heart Failure Service
- Perform general office duties including responding to email enquiries, answering the telephone, taking messages accurately and ensuring that any urgent enquiries are dealt with in a timely manner. Photocopying and scanning, receiving and sorting daily post, date stamp, scan and distribute electronically as appropriate. Accessing discharge plans for patients and adding to SystmOne, liaising with the integrated heart failure nurses, supporting the preparation for and outcomes of the multi-disciplinary meetings
- Maintain and update SystmOne with all referrals received and discharged. Monitoring waiting lists, running and actioning relevant reports including those related to service KPIs.
- Data input using SystmOne software to deliver an efficient booking system including registering patients, processing new referrals booking appointments for clinics and home visits and sending appointment letters/ communications out. Accommodate those patients who wish to cancel or change their appointment.
- Accurately type via copy or audio; correspondence, minutes and other documents ensuring signature where required and posted/distributed in a timely manner. Support team meetings/ MDTs and on occasion take minutes.
- Order and maintain an adequate stock of stationary and medical supplies.
- Communicate effectively with staff within the Integrated Heart Failure Service, other healthcare professionals, patients and carers by telephone/letter/sometimes in person, on a daily basis. Using communication skills to address language and cultural diversity issues.
- Recognise the importance of clinical reports (e.g. blood/ echo) and add into the patients electronic record to ensure the patients ongoing management programme is adhered to. Ensure the Heart Failure Clinical Nurse Specialists sign off these reports when necessary Arranging interpreting services as necessary.
- To comply with the organisational and departmental policies and procedures.
- Understand Information Governance and employ this when dealing with all patient or patient related documents.
- To be aware of the health and safety aspects of work and implement any policies, which may be required to improve the safety of your work and other persons present. This includes the prompt reporting of any incidents to senior staff and ensuring that equipment is safe.
- Maintain own professional development by undertaking any additional training required to fulfil the requirements of the job and attend all specified mandatory training sessions
Job description
Job responsibilities
- Organise own workload and act independently within defined guidelines to
- Provide an efficient and comprehensive administrative service to a high standard in a busy environment supporting the workload of the Integrated Heart Failure Service
- Perform general office duties including responding to email enquiries, answering the telephone, taking messages accurately and ensuring that any urgent enquiries are dealt with in a timely manner. Photocopying and scanning, receiving and sorting daily post, date stamp, scan and distribute electronically as appropriate. Accessing discharge plans for patients and adding to SystmOne, liaising with the integrated heart failure nurses, supporting the preparation for and outcomes of the multi-disciplinary meetings
- Maintain and update SystmOne with all referrals received and discharged. Monitoring waiting lists, running and actioning relevant reports including those related to service KPIs.
- Data input using SystmOne software to deliver an efficient booking system including registering patients, processing new referrals booking appointments for clinics and home visits and sending appointment letters/ communications out. Accommodate those patients who wish to cancel or change their appointment.
- Accurately type via copy or audio; correspondence, minutes and other documents ensuring signature where required and posted/distributed in a timely manner. Support team meetings/ MDTs and on occasion take minutes.
- Order and maintain an adequate stock of stationary and medical supplies.
- Communicate effectively with staff within the Integrated Heart Failure Service, other healthcare professionals, patients and carers by telephone/letter/sometimes in person, on a daily basis. Using communication skills to address language and cultural diversity issues.
- Recognise the importance of clinical reports (e.g. blood/ echo) and add into the patients electronic record to ensure the patients ongoing management programme is adhered to. Ensure the Heart Failure Clinical Nurse Specialists sign off these reports when necessary Arranging interpreting services as necessary.
- To comply with the organisational and departmental policies and procedures.
- Understand Information Governance and employ this when dealing with all patient or patient related documents.
- To be aware of the health and safety aspects of work and implement any policies, which may be required to improve the safety of your work and other persons present. This includes the prompt reporting of any incidents to senior staff and ensuring that equipment is safe.
- Maintain own professional development by undertaking any additional training required to fulfil the requirements of the job and attend all specified mandatory training sessions
Person Specification
Knowledge and experience
Essential
- Educated to GCSE standard
- NVQ Level III
- RSA III word processing and audio typing
- Previous experience of an administrative assistant role
- Experience of working within the healthcare profession
- Accurate written and verbal communication skills
- Competent in the use of Excel Word and Outlook
- Understanding and use of clinical systems e.g. SystmOne
- Understanding of confidentiality and how it is applied in the health care setting
- Ability to communicate with people on all levels politely and confidently using your skills to address language and cultural diversity
Desirable
- Accurate data input
- Excellent time management skills
- Understanding of Information Governance and to employ it in this role
Person Specification
Knowledge and experience
Essential
- Educated to GCSE standard
- NVQ Level III
- RSA III word processing and audio typing
- Previous experience of an administrative assistant role
- Experience of working within the healthcare profession
- Accurate written and verbal communication skills
- Competent in the use of Excel Word and Outlook
- Understanding and use of clinical systems e.g. SystmOne
- Understanding of confidentiality and how it is applied in the health care setting
- Ability to communicate with people on all levels politely and confidently using your skills to address language and cultural diversity
Desirable
- Accurate data input
- Excellent time management skills
- Understanding of Information Governance and to employ it in this role
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.
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.
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).
