Community Secretary/Administrator for Community Cardiac Team

NHS Jobs; St Helens; On-site; GBP 20,000 - 28,000; Full time

Job summary

NHS Jobs in the United Kingdom is seeking a Community Secretary/Administrator for the Community Cardiac Team. The role provides front-line service for cardiac service user enquiries via telephone, email and face-to-face interactions, requiring tact and professionalism and knowledge of clinical services.

You will manage secretarial and administrative tasks, booking clinics, maintaining diaries, coordinating meetings, handling mail, maintaining records, and liaising with multi-agency partners.

Responsibilities

• Provide front-line service for cardiac service user enquiries via telephone, email and face-to-face interactions in an efficient, tactful and professional manner.
• Redirect calls as appropriate and possess extensive knowledge of clinical services to support enquiries.
• Liaise with internal services and partner agencies when necessary.
• Manage patient booking system including building clinic sessions and cancellation lists.
• Act as Super user for the patient electronic computer system.
• Ensure stock and equipment requisition on Purchase Ordering system.
• Maintain reception information displays and distribute patient surveys.
• Handle mail, deliveries, photocopying, archiving and records management.
• Copy type/audio type medical reports; manage rooms and clinical diaries.
• Communicate with multi-agency services regarding sensitive information.
• Arrange meetings, take notes, and distribute minutes.
• Assist with research and audit activity using various tools.
• Coordinate information from external partners such as hospital discharge letters.
• Set up clinics on Systmone and manage KPI/Patient Access data.
• Input and manage cardiology and post MI clinics on MEDWAY.

Job description

Community Secretary/Administrator for Community Cardiac Team

Key duties To provide a front-line service for all cardiac service user enquiries, responding to telephone, emails and face to face enquiries in an efficient, tactful and professional manner, redirecting calls as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary. To be responsible for maintaining, developing, and managing all aspects of secretarial support clinically and/or administratively. The management of the patient booking system to include building of clinic sessions, management of cancellation lists and breaches, data cleansing. To act as the Super user for the patient electronic computer system. To ensure that appropriate levels of identified stock and lower-level clinical equipment are requisitioned on the Purchase Ordering system. To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys. To deal with all internal/external mail and redistribution to relevant department. To accept deliveries and ensure these are dealt with promptly. To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy. To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated. To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate. To manage, update and maintain clinical diaries as requested. To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing. To arrange meetings between staff as directed, take notes, and distribute the meeting notes to parties concerned. To assist with research and audit activity using a variety of audit tools including the internet. To coordinate information received from external partners such as hospital discharge and cardiology clinic letters. Responsible for setting up clinics on Systmone. Responsible for the collection and assist in the reporting of KPI and Patient Access data. To maintain and update of staff duties on E-roster daily. Process all referrals received electronically or by post. Exchange of information with patients and carers requiring tact. Take telephone calls and signpost to relevant nurse. This may occasionally be distressing or emotional circumstances. Collect and input information regarding patients and send results to NACR (National Audit of Cardiac Rehabilitation) Input and manage cardiology and post MI clinics on MEDWAY.