Job summary An exciting opportunity has arisen for a part time Team Administrator supporting the South Staffordshire Heart Failure Team. The vacancy is for 22.5hrs weekly worked between Mon- Fri 9-5pm. We are looking for a highly motivated, enthusiastic, and proactive administrator to support our service in managing Heart Failure planned care appointments for the Burntwood, Lichfield and Tamworth areas-as well as wider South regional clinics The administration role is key in supporting the Heart Failure service clinicians to provide a joined-up patient journey, from admission to discharge, and therefore we will require you to have demonstrable knowledge of administration procedures, excellent communication and problem-solving skills to support the effective running of this service. The team also works closely with other Heart Failure teams across the wider Staffordshire patch as well as locally with other services and professional groups within South Staffordshire and you will be expected to work flexibly in response to the needs of the service, providing administration cover to other regional HF teams as directed by the Operational lead. Main duties of the job Main duties of the job will be supporting all administration functions of the Heart Failure service by scheduling appointments on RIO system, uploading and directing incoming referrals, gathering patient information, ordering of equipment, minuting meetings and managing room bookings. You will provide a comprehensive full range of duties to the service and will be proactive in coordinating key activities with other members of the administration team to ensure an efficient and confidential service is provided. In return you will be part of a supportive administration team who will develop your skills, knowledge and experience. About us By joining Team MPFT, you will be helping your communities and in return for this, we will support you by; Supporting your career development and progression Excellent NHS Pension scheme Generous maternity, paternity and adoption leave Options for flexible working Up to 27 days annual leave (increasing with service up to 33 days) and the opportunity to purchase additional leave Extensive Health and Wellbeing support and resources If you work in our community teams, we pay for your time travelling between patients Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, mileage paid at business rates Salary sacrifice bikes up to £2k Free car parking at all trust sites Free flu vaccinations every year Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met) And more. We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people. Please note, we may be required to close this vacancy early if we receive a high volume of applications Date posted 04 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rata Contract Permanent Working pattern Part-time Reference number 301-SB-25-6941777 Job locations Stonydelph Health Centre Ellerbeck Tamworth B77 4JA Job description Job responsibilities Main duties and responsibilities To demonstrate the Trusts values in everything you do in the work environment. To be responsible in the use and expenditure of the Trusts resources that you utilise. To accurately maintain and keep secure patient health and staff records/systems in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the current Data Protection Law. The provision of a comprehensive administrative service to the Long Term Conditions Team to achieve effective and efficient service provision. To plan and organise appointments, meetings, clinics, diaries, and activities to ensure that standards of service appropriate to the area of work are met. To produce clinical correspondence e.g. letters, reports, from a variety of sources including documents and digital dictation. Minute taking when necessary Obtaining results from diagnostic tests. Uploading patient records to the clinical system. Collect and distribute external post and scanning patient correspondence to the clinical system. Assist in the maintenance of databases for audit purposes. Co-ordinate the extraction, validation, reporting and data cleansing of data from the organisations various IT data systems. Maintain and update IT asset lists Maintain and update Medical Devices asset list, liaising with EBME technicians to arrange annual servicing and calibration checks of all appropriate devices. Log and input relevant data on Trust wide systems as required e.g. Rio, EMIS, F&E, E-Procurement Raise requisitions using E-Procurement, sourcing items, receiving and receipting goods. Prioritise and manage own workload to meet the needs and requirements of the service demands. Undertake general office duties as required including filing, photocopying, scanning and maintaining stock levels. Work within parameters of established procedures and to seek advice when necessary. Provide cover for other administrative staff within the service as required. Follow policies relevant to own role. Is guided by Standard Operating Procedures, good practice and established precedents. Indirect exposure to distressing or emotional circumstances. For further information about the role, please see the attached recruitment pack which includes a detailed job description and person specification. Job description Job responsibilities Main duties and responsibilities To demonstrate the Trusts values in everything you do in the work environment. To be responsible in the use and expenditure of the Trusts resources that you utilise. To accurately maintain and keep secure patient health and staff records/systems in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the current Data Protection Law. The provision of a comprehensive administrative service to the Long Term Conditions Team to achieve effective and efficient service provision. To plan and organise appointments, meetings, clinics, diaries, and activities to ensure that standards of service appropriate to the area of work are met. To produce clinical correspondence e.g. letters, reports, from a variety of sources including documents and digital dictation. Minute taking when necessary Obtaining results from diagnostic tests. Uploading patient records to the clinical system. Collect and distribute external post and scanning patient correspondence to the clinical system. Assist in the maintenance of databases for audit purposes. Co-ordinate the extraction, validation, reporting and data cleansing of data from the organisations various IT data systems. Maintain and update IT asset lists Maintain and update Medical Devices asset list, liaising with EBME technicians to arrange annual servicing and calibration checks of all appropriate devices. Log and input relevant data on Trust wide systems as required e.g. Rio, EMIS, F&E, E-Procurement Raise requisitions using E-Procurement, sourcing items, receiving and receipting goods. Prioritise and manage own workload to meet the needs and requirements of the service demands. Undertake general office duties as required including filing, photocopying, scanning and maintaining stock levels. Work within parameters of established procedures and to seek advice when necessary. Provide cover for other administrative staff within the service as required. Follow policies relevant to own role. Is guided by Standard Operating Procedures, good practice and established precedents. Indirect exposure to distressing or emotional circumstances. For further information about the role, please see the attached recruitment pack which includes a detailed job description and person specification. Person Specification QUALIFICATIONS & TRAINING Essential NVQ 3 in Business Admin, finance, customer care or relevant experience Possesses a good standard of general education Possesses a recognised typing qualification (RSA II typing or equivalent) or can display word processing skills to an equivalent level of competence Desirable Audio Transcription RSA II ECDL RSA III typing EXPERIENCE Essential Previous secretarial / administrative experience A good understanding of office procedures Working as part of a team Manage and prioritise own workload Dealing with the public Desirable Previous experience of working within the NHS Use of RiO SKILLS, KNOWLEDGE & ABILITIES Essential Good written and verbal communication skills Excellent typing skills and ability to transcribe from audio with precision and speed. Work on own initiative and as part of a team Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.) Willing to travel to other locations as and when required. Desirable Knowledge of medical terminology Person Specification QUALIFICATIONS & TRAINING Essential NVQ 3 in Business Admin, finance, customer care or relevant experience Possesses a good standard of general education Possesses a recognised typing qualification (RSA II typing or equivalent) or can display word processing skills to an equivalent level of competence Desirable Audio Transcription RSA II ECDL RSA III typing EXPERIENCE Essential Previous secretarial / administrative experience A good understanding of office procedures Working as part of a team Manage and prioritise own workload Dealing with the public Desirable Previous experience of working within the NHS Use of RiO SKILLS, KNOWLEDGE & ABILITIES Essential Good written and verbal communication skills Excellent typing skills and ability to transcribe from audio with precision and speed. Work on own initiative and as part of a team Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.) Willing to travel to other locations as and when required. Desirable Knowledge of medical terminology 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 Midlands Partnership NHS Foundation Trust Address Stonydelph Health Centre Ellerbeck Tamworth B77 4JA Employer's website https://www.mpft.nhs.uk (Opens in a new tab)