Team Administrator Community Cardiac Team

Central and North West London NHS Foundation Trust; Greater London; On-site; GBP 22,000 - 28,000; Full time

Job summary

A prominent healthcare provider in Greater London seeks an experienced administrative professional to provide clerical support to the Community Cardiac Team. Responsibilities include handling enquiries, processing referrals, and maintaining databases. Ideal candidates will possess excellent communication skills and experience in a healthcare setting. This role offers the opportunity to work in a supportive environment focused on high-quality healthcare delivery.

Qualifications

• Experience of working in an administrative capacity.
• Understanding of Data Protection / Confidentiality.

Responsibilities

• Provide clerical support to the Community Cardiac Team.
• Handle telephone enquiries from various stakeholders.
• Support the processing of new referrals and manage S1 tasks.
• Monitor waiting lists and assist with patient allocation.
• Organise and support meetings, and maintain accurate databases.

Skills

Excellent written and verbal communication skills

Accurate data entry and typing skills

Demonstrable knowledge of MS Word, Outlook, MS Teams and Excel

Excellent time management skills

Ability to work within a team

Education

GCSE (A* - C) or equivalent in Maths and English

Tools

SystmOne

Job description

Job Overview

The post holder will be responsible for providing efficient and high-quality clerical support to the Community Cardiac Team. The post holder will play an integral part of their team in order to maintain smooth running and operation of their service, working closely with the Team Lead and clinical staff.

Main duties of the job

Handle telephone enquiries from health professionals, service users, families, carers and team members. Support the processing of new referrals and manage S1 tasks including creating or accepting referrals, highlighting for triage and assisting onward referrals. Monitor S1 waiting lists and caseloads, support patient allocation and enter details into clinicians’ diaries. Check generic inboxes, respond or redirect queries, and manage correspondence, photocopying, document distribution and clerical duties. Maintain accurate databases, archive patient notes per Trust policy and collate data for management reports, including via Tableau. Act as Subject Access Coordinator following Trust protocols. Provide administrative support to clinicians, including producing letters, memos, reports and emails using MS Office and dictation software. Monitor stock and use e‑procurement for ordering, liaising with suppliers and processing invoices. Act as lead SystmOne user and support digital systems. Organise and support meetings, book venues, prepare agendas, take minutes and assist with planning team events. Undertake ad hoc project work, produce training materials and support equipment maintenance including BCAS checks. Work within CNWL policies, meet deadlines, manage time effectively and work independently.

Working for our organisation

CNWL is recognised locally, nationally and internationally for providing integrated high quality, innovative healthcare. Our track record in recruiting only the best people is well known and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries. Hillingdon is the second largest London borough by area, located 14 miles west of Central London. We are also leaders in developing our Hillingdon Health & Care Partnership working, united to enable shared services and neighbourhood working across the whole of Hillingdon Borough.

Detailed Job Description And Main Responsibilities

• Deal with telephone enquiries from health professionals, service users, service user families, carers and team members. Take and pass on messages promptly and take action where necessary.
• To provide and receive complex and sensitive information using tact and diplomacy.
• To act in accordance with the Service in processing new referrals. This includes but is not limited to: allocating referrals, completing Excel spreadsheets and making sure all administration processes for each referral are adhered to with speed and fluency.
• To create/accept referrals within the S1 platform and highlight for clinical triage. To assist with onward referrals to other teams.
• To monitor S1 wait lists and caseloads and assist with the allocation of patients and entering patient details into appropriate health care professionals’ diaries.
• To regularly access and monitor the generic email systems, responding to all queries or redirecting as appropriate.
• Maintain service line databases for record keeping, ensuring accurate reporting.
• Complete regular archiving of patient notes in line with trust policies and procedures.
• To act as Subject Access Coordinator for the service, attend required training, and follow the Trust’s policies and procedures.
• To provide administration support for service line clinicians.
• To undertake word processing tasks such as letters and memos, reports, notices, and e‑mails, including via dictation software.
• To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required.
• To maintain and monitor stock as required and use set processes for ordering of goods/supplies.
• To have the ability to use the e‑procurement system and raise any queries/issues when necessary. To support procurement processes for service line, including ordering, liaison, receipting, and invoice processing.
• To have a comprehensive understanding of computer software such as MS Office and to be the lead on using SystmOne.
• To collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns via Tableau or other.
• To assist with the training of new staff members and bank staff as and when necessary.
• To co‑ordinate, monitor and record the mandatory training for the department ensuring that staff are reminded when training is due (if applicable).
• To organise, attend and contribute to the departmental and service meetings, which may include room/venue booking, distribute agendas, take and distribute minutes, and action any decisions made by the team as appropriate.
• To support in the planning and arrangements for team away days, training sessions etc.
• To undertake ad hoc or specific project work as requested.
• To produce training packs, certificates, forms and presentations as requested by the clinicians/team lead.
• To support the maintenance of any of the team’s clinical equipment as needed, including liaison with BCAS for yearly checks.
• To be familiar with and to work within CNWL policies related to the function of administration and your responsibilities as an employee.
• To be able to meet deadlines and to manage time effectively.
• To be able to work on own initiative and undertake work which does not require checking as a matter of routine.
• Be forthcoming with ideas, changes or new initiatives for improvements to policy, guidance, departmental procedures, systems and ways of working for improvement in service quality and delivery.
• To support the operational team and provide Reception cover at designated base as requested by the Health Centre Administration Lead for lunch breaks and sickness.

Person specification

Qualifications And Education

Essential criteria

• GCSE (A* - C) or equivalent in Maths and English

Experience

Essential criteria

• Experience of working in an administrative capacity
• Understanding of Data Protection / Confidentiality

Desirable criteria

• Experience of working in a customer care setting
• Experience of working in a healthcare setting
• Knowledge of Patient Appointment/Database Systems i.e. SystmOne
• Understanding of Equal Opportunities and Diversity

Skills And Abilities

Essential criteria

• Demonstrable knowledge of MS Word, Outlook, MS Teams and Excel
• Accurate data entry and typing skills
• Excellent written and verbal communication skills
• Able to work to a high level of accuracy and with attention to detail
• Demonstratable Knowledge of using different systems and databases
• Ability to work unsupervised
• Excellent time management skills, with the ability to work effectively under pressure, meet deadlines and prioritise workload
• Ability to work within a team

Personal Qualities

Essential criteria

• Self Motivator
• Capacity to manage a demanding workload
• Good inter‑personal skills
• Good team player