Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD
This is a fixed term post for 6 months to meet the needs of the service
This post of Cardiac Administrative Assistant will provide administrative and clerical support to the pacemaker/defibrillator clinic. Good communication with a multidisciplinary team will be a key requirement of the role to provide a high quality, efficient and effective service. The post involves the use of computer systems e.g. patient appointment systems. Pulling and archiving files and correspondence. Data base entry and retrieval. Typing of letters.
This is an extremely busy department and fast paced role.
Main duties of the job
Organisation and preparation of the clinics on a daily basis. Be the first point of contact for the pacemaker/defibrillator clinic in dealing with frequent face to face contact with the public, telephone calls (internal and external) ,messages and cancellations from professionals, patients, relatives and carers to the clinic and to take prompt action, by redirecting to the necessary staff, if required. Use abilities and skills in providing non-clinical advice at times with distressed, emotional and on occasions, frustrated service users in a supportive, tactful, confidential and considerate manner.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
1. Booking new and follow up clinic appointments for Pacing clinics for all Cardiology device patients across the SBUHB area. These clinics run daily from 08:00-17:00 and can include emergency same day appointments for patients with pacemaker issues.
2. Booking inpatient pacing appointments for currently admitted patients
3. Management of the new and follow up waiting lists for pacing patients, including validation and RTT rule implementation
4. Phone calls and email queries from patients, relatives and colleagues, including Cardiology clinicians.
5. Data collation for audit purposes.
6. Completing and submitting clinic proformas for cancellations and/or reinstatements of both new and follow up clinics.
7. Monitoring of incoming mail for the Physiology team and prioritising into urgent and non-urgent categories, whilst bringing to their attention anything that needs immediate action.
8. Use of clinical administrative systems to conduct role, including WPAS, WCP and Cardiac Share Point.
Person specification
Experience
Essential criteria
9. Demonstrate experience in an administrative role
10. Experience of communicating with all levels of professional staff and the public
11. Experience of dealing with confidentiality, sensitive data, appropriate maintenance and storage of records
Qualifications
Essential criteria
12. Educated to Vocational Level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience
Skills
Essential criteria
13. Good written and verbal communication skills and problem solving and fact finding
14. Ability to work on own initiative and manage own workload and able to manage diaries and advanced keyboard skills
15. Good knowledge of MS Office Suite and thorough understanding of office procedures
Desirable criteria
16. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are desirable