Job overview
A fantastic new secondment opportunity has opened within our vibrant Cardiac Centre, and we are looking for someone special to join our growing team. If you are a passionate, dedicated Band 4 administrator with substantial experience and a genuine enthusiasm for delivering excellent patient care, we would love to hear from you.
This is your chance to become part of a motivated, forward‑thinking cardiology administration team at the heart of a busy but friendly unit. You will work closely with a wide range of professionals—Consultant Cardiologists, Service Managers, Nurses, Radiographers and Cardiac Physiologists—contributing to the smooth running of a service that truly transforms lives.
We are seeking an individual who brings energy, compassion, and strong organisational and communication skills. In return, you will receive full support and unit‑based training to help you thrive in the role and develop your cardiology knowledge.
If you are eager to expand your experience and play a key role in enhancing our cardiology services, this could be the perfect next step in your career.
For more information or to arrange an informal visit, please get in touch—we’d be delighted to show you around.
Contact:
Mayra Anjum or Amy Rayment - 01582 718658
Main duties of the job
The post holder will work as the Administrative Coordinator within the Cardiac Centre and will take responsibility for administrative and data input tasks within the Department. The post holder will also be required to manage the patient waiting list which will require an exceptional level of organisational and prioritising skills to ensure services within the Cardiac Centre are utilised efficiently. The post holder will work closely with the multidisciplinary team including Consultant Cardiologist’s, Operational Lead, Nurses, Radiographers and Cardiac Physiologists.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Detailed job description and main responsibilities
Provide a friendly and efficient reception service for the Cardiac Centre as required.
Ensure that all new referrals are added to the PAS / CVIS system and appointments for patients are booked within the agreed targets.
Responsible for ensuring that the length of wait for in patients awaiting procedures in the Cardiac Centre is monitored and reported on a weekly basis.
Work closely with the clinical staff in the Cardiac Centre to ensure maximum utilisation of unit capacity.
Assist the clinical coding department by ensuring the production of timely coding lists for all patients treated in the Cardiac Centre
Ensure patient notes are maintained and filed in accordance with the Trust policy and are available to clinicians when patients attend the Cardiac Centre
Ensure all patient notes are secure and accessible when kept in the Cardiac Centre and are booked in and out of the Trusts notes tracking system.
To input data quickly and accurately onto local and national database in line with requirements and produce timely and accurate reports as required .
Respond appropriately when acting as the initial point of contact for complaints from patients/ relatives and staff attempting, where possible, to resolve issues within the department using a tactful and sensitive approach referring to Clinical Team or Senior Nurse as appropriate.
Ensure all staff adhere to guidelines for waiting list management.
Forge strong and sustainable communication links with the Cardiac Centre Team, the Trust and with other health professionals and agencies.
Providing and receiving highly sensitive and complex patient information and at all times ensuring confidentiality is maintained.
Ensuring concise and accurate documentation is kept in accordance with Trust policy including maintenance and management of records.
To use and develop effective communication tools, verbal and non-verbal to communicate with patients who may have barriers to understanding or communicating. For example patients with hearing or sight problems, cognitive problems or difficulty in accepting diagnosis.
To assist in the monitoring and reporting of clinical efficiency within the Cardiac Centre i.e. outpatient waiting times and local and national targets.
Make recommendations for any changes in practices and systems within sphere of responsibility, lead on their implementation in conjunction with the multidisciplinary team within the Cardiac Suite
Contribute to service developments within the Cardiac Suite and assist the clinical team in implementing them
Organises own workload effectively to facilitate the provision of a timely and efficient service.
Recognise and maintain involvement on patient experience data feedback. Reporting to Senior Nurses where appropriate
In collaboration with other key staff in the division and directorate, maintain effective use of bed availability by timely and effective admission and discharge planning.
To assist the nursing team in liaison with the Bed Manager to assess inpatient bed availability for certain cardiac suite procedures and ensure that all relevant staff are aware of the bed management issues prior to the beginning of relevant cases, negotiating with all staff groups as necessary to ensure patient safety
In conjunction with other senior team members responsible for ensuring clerical equipment is properly used and maintained.
Responsible for ensuring clerical stock levels within the cardiac centre are well maintained.
Responsible for ensuring that clerical supplies are used appropriately and resource wastage is prevented.
Identify and undertake an individual personal development plan for self which will be supported with the annual appraisal process.
Responsible for ensuring all individual mandatory training is up to date and identifying any new areas for training that will benefit the department.
Person specification
Qualifications
Essential criteria
1. RSA II, Pitman typing/word processing qualification NVQ 3 in Administrative work or previous experience for a minimum of 3 years Evidence of ongoing professional development
Experience
Essential criteria
2. Experience / understanding of waiting list management
3. Experience of working with a range of computerised software
4. Demonstrable administrative experience including management of appointments and diaries and handling telephone enquiries
5. Experience of database management systems
6. Experience of data analysis
7. Previous work within a busy and fast paced acute environment.
Desirable criteria
8. Multidisciplinary team working within an NHS environment; Audit and evaluation
Skills
Essential criteria
9. Exceptional level of organisation and prioritisation skills
10. Methodical and able to prioritise own workload
11. Ability to work well under pressure
12. Confidential and sensitive approach
13. Enthusiasm, Initiative and Flexibility
14. Ability to adapt to change
Knowledge
Essential criteria
15. Computer literacy including Word, Excel, Access & Email Internet literacy.
Desirable criteria
16. Audit / Evaluation; Knowledge of the hospital PAS system; Knowledge of working with the Philips CVIS system; Medical terminology in particular cardiology
Communication Skills
Essential criteria
17. Providing and receiving highly sensitive information
18. Excellent communication and interpersonal skills
19. The ability to effectively communicate in both written and verbal form
Personal Characteristics
Essential criteria
20. Smart and friendly appearance
21. Ability to work independently or as part of a team
22. Flexible approach to individual and team working
23. Motivation, enthusiasm
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.