About this role
Job summary
The primary role for this post is the responsibility for running the waiting list for the cardiac day unit. This will involve liaising with clinicians, nursing staff and patients. You will be responsible for validating waiting lists, ensuring Trust targets are met, identify breach times and taking appropriate action to escalate if required. You will ensure that no patients are lost to follow up and the best use of resources are identified to minimise waiting times. You will be responsible for updating databases and the Trust EPR systems therefore good keyboard skills are essential.
Main duties of the job
An opportunity has arisen for an administrative assistant/booking co-ordinator within the Cardiac Day Unit in the Cardiology Department. Operating in a team the post holder will provide an efficient and effective administrative/booking service, co-ordinating pre-assessment and procedure appointments with the nursing, physiology, consultant team and patients. You will be required to update the hospital electronic systems in addition to admitting and discharging patients and undertake any other administrative duties commensurate with the post and helping the wider cardiology admin/secretarial team. It is essential that you have experience of Microsoft packages, be proficient in data input and have excellent keyboard skill. Knowledge of hospital data management systems including EPR would be desirable. A flexible, pro-active team player is required. Excellent organisational and communication skills are essential and the ability work under pressure and to deadlines.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on AI-generated content is discouraged and may diminish the applicant's chances of success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
Job description Job responsibilities
To validate waiting lists, ensuring that departmental and Trust targets are met.
Identify any patient who may breach waiting time targets and take appropriate action to escalate this to the Unit Manager.
Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales
Ensuring that appointment schedules are regularly reviewed to ensure the best use of resources and that waiting times are minimised.
Ensuring that no patients are lost to follow up.
To deal with telephone enquiries, taking and conveying messages appropriately
To sort incoming mail and prepare outgoing mail for posting
Make appointments and, give non-clinical advice as directed, taking necessary action for the call to be handled as quickly and efficiently as possible.
Ensuring procedure reports are formulated and distributed to the appropriate clinician/GP.
Ensuring clinical notes are ready, to ensure the smooth and effective provision of patient services.
Liaise with secondary care staff, laboratories and GP surgeries to obtain patient test results and where necessary ensuring they are correctly assigned to patients and chase up any outstanding reports not received
Maintain an up to date filing and archive filing system, disposing of archived patient records according to Trust Policy.
Transmit electronic mail, photocopy documents and circulate information within Trust or departmental timescales
Enter data onto necessary databases according to service requirements.
Use database/spread sheets to collect and formulate data on a monthly and annual basis or as required.
Order and maintain adequate levels of stationery and supplies.
Booking interpreters using CARDEA.
Maintain electronic patient systems on a daily basis, ensuring visits, discharges, and patient information is accurately recorded.
Any other duties, appropriate to the grade, at the request of the Unit Manager.
Provide administrative support as appropriate to the grade to the wider departmental secretarial team.
The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support for the control and administration of information assets
Person Specification
Special Skills & Knowledge Essential
Committed to quality customer care/delivering excellent customer service. Ability to communicate accurately verbally and in writing with a wide range of people. Effective interpersonal skills Able to use own initiative to resolve routine queries, in line with departmental procedures. Able to work with minimal supervision following set procedures. Ability to prioritise workload. Able to work to deadlines. Flexible approach to work and adaptable to change. Ability to work as a member of a team Knowledge of computer packages: Word, Excel, Outlook and Powerpoint. IT skills Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality Ability to use discretion and maintain confidentiality.
Desirable
Knowledge of NHS Practices/Procedures Clinical/Service knowledge
Experience Essential
Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
Desirable
Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment. Experience of working within an NHS Environment. Experience in maintaining electronic systems.
Qualifications Essential
Good standard of general education minimum of 3 GSCEs or equivalent at Grade C or above including English NVQ Level 2 in Business Administration (or working towards) or equivalent knowledge/ experience. Good keyboard skills.
Special Requirements Essential
Ability to travel independently across the County to fulfil the requirements of the post. Present a professional image at all time
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 details Employer name County Durham & Darlington NHS Foundation Trust
Address Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
United Kingdom
Employer's website https://www.cddft.nhs.uk/ (Opens in a new tab)