Wirral Community Health and Care NHS Foundation Trust
An exciting opportunity has arisen for motivated individuals to work as a Senior Administration Officer supporting the delivery of Community Cardiology Services at St Catherine's Health Centre.
As an integral member of these clinical teams, you will provide essential support to these services, ensuring they deliver high-quality services to patients.
The post holder will play an important role within the wider Admin Team to provide efficient and comprehensive administration support to clinicians and managers. You will work within an integrated and skill-mixed Admin Team to support clinical service delivery.
As a Band 3 Administrative Officer, you will report directly to the Band 4 Admin Team Coordinator and work closely with other Band 3 colleagues as a vital member of the admin team, providing secretarial support to clinicians and managers and assisting with the supervision of the day-to-day workload of Band 2 Admin Support colleagues.
The successful candidate must be able to build effective working relationships, be approachable and accessible, with a flexible attitude to work pressures. In supporting the standardisation of the admin function across the Trust, you will be required to help improve the efficiency and effectiveness of the admin support received by clinical services. We are therefore looking for individuals with a positive approach to change and supportive of service improvements.
Main Duties of the Job
The role requires all basic administration duties plus the additional roles of acting as the first point of contact using judgement to deal effectively with a wide range of routine, complex, and sensitive enquiries using various methods of communication (e.g., phone, letter, or email).
* Patient appointment notification or discharge. Support the heart failure medical secretary when required.
* Complete appropriate patient documentation and enter confidential patient data using computerised information systems (e.g., S1, Cerner, ERS) in line with Trust policies and procedures, ensuring that information reported is accurate, timely, and to the required standard.
* Liaise with associated agencies or external organisations as necessary, clinical and non-clinical (e.g., transport, interpreters, GPs), escalating when appropriate.
* Teamwork is essential; gain knowledge and ability to perform in all roles within community cardiology administration to ensure the smooth and efficient operation of the service.
About Us
The admin team is part of the community cardiology service for Wirral Community NHS Trust and also includes the heart failure team, cardiovascular cardiac rehabilitation, cardiology clinics, and diagnostics. We serve all patients registered with a Wirral GP.
Job Responsibilities
* Provide a variety of administrative support to a team or individual to facilitate the delivery of clinical services.
* Support the needs of patients from an administrative perspective.
* Day-to-day management of Admin Officers within the team.
* Act as the first point of contact using judgement to deal effectively with a wide range of routine, complex, and sensitive enquiries.
* Provide advice and signpost patients as appropriate.
* Take and pass on accurate messages for team members in their absence.
* Signpost routine or complex service emails to the appropriate clinician or service.
* Contact referrer if patient referral is inappropriate or incomplete in line with service-specific requirements.
* Ensure that equipment and stationery are ordered within budgetary constraints.
* Enter confidential patient data using computerised information systems in line with Trust policies and procedures, ensuring that information reported is accurate and timely.
* Request and follow up with clinical/non-clinical staff where there are gaps in information held or as requested by clinicians.
* Responsible for booking patients into service clinics in line with service-specific requirements.
* Raise issues with clinical waiting lists if wait times exceed service specifications.
* Call back to patients to confirm appointment times/attendance and rebook where appropriate.
* Prepare system-generated or tasked letters and mail or email out (e.g., patient appointment notifications or discharge).
* Liaise with associated agencies or external organisations as necessary.
* Scan documents and attach them to patient notes.
* Signpost emails from the team's central email account to the appropriate clinician/service.
Person Specification
Qualifications and Professional Training
* NVQ Level 3, AS or A Level, Baccalaureate, or equivalent experience.
* Demonstrable working knowledge of Microsoft packages including Word, Excel, and Outlook.
* Evidence of continued professional development within the last 12 months.
Experience
* Experience of maintaining databases and information systems.
* Experience of managing diaries for meetings, etc.
* Experience of maintaining patient waiting lists.
* Previous experience of dealing with the public and taking telephone enquiries.
* Previous experience of working in the NHS.
* Previous supervisory experience.
Skills
* Excellent oral and written communication skills with people from a wide variety of backgrounds.
* Ability to work under pressure to meet tight deadlines.
* Ability to produce work of a high standard with attention to detail.
* Ability to communicate sensitively with all staff groups, patients, and their families.
* Good organisational skills.
Personal Qualities
* Proactive.
* Flexible, adaptive, and creative.
* Professional.
* Team player with an awareness of team dynamics.
* Ability to use own initiative but understand the need to seek advice when necessary.
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.
Employer Name
Wirral Community Health and Care NHS Foundation Trust
Address
Community Cardiology, St Catherine's Health Centre
#J-18808-Ljbffr