Job overview
An exciting opportunity has arisen for the position of a 12 month fixed-term Cardiology Administration Lead role within the Cardiology Department.
The Cardiology Administration Lead role is challenging and will require attention to detail as well as being able to work under pressure.
The postholder will act as an integrated member of the Cardiology department to help provide an effective and efficient service to patients with heart conditions, their families and carers and health care professionals involved in their care.
The successful candidate will need to be compassionate, resilient and self-motivated. This includes a positive approach to team working and have excellent leadership, interpersonal and problem solving skills. The ability to produce high quality work individually and as a team to meet timelines whilst managing conflicting priorities is essential.
If you are an excellent leader, communicator, passionate about providing high quality care and you thrive in a complex and fast-paced environment we would love to hear from you.
If you would like to find out more about this exciting opportunity please contact; Mayra Anjum Phone: 07765045365
Main duties of the job
The post holder will be expected to undertake a wide range of duties to support the management and clinical teams on a strategic and day-to-day basis. They will be instrumental in the smooth running of the administration offices, working without supervision, leading the department in its day-to-day demands within the administrative and business elements of the cardiology service.
The postholder will support work to ensure that the Cardiology Department is meeting all performance requirements, including quality and activity targets. They will assist with close monitoring and escalation of potential risks to delivery of key performance measures such as 18 week waits. They will manage the team of secretarial and administrative staff within the department and act as a support to Managers, Consultants, Nurses and Allied Health Professionals.
The postholder will act as an integrated member of the Cardiology department to help provide an effective and efficient service to patients with heart conditions, their families and carers and health care professionals involved in their care.
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
To ensure the smooth running of the Cardiology service by managing the day to day administration, and having delegated responsibility (with appropriate training and supervision) in making day to day operational decisions when necessary.
To be responsible for recording of annual leave, sick leave and study leave for all departmental secretary and administrative staff, highlighting at an early stage areas of potential concern relating to performance and sickness targets.
To prepare PowerPoint presentations for possible clinical and educational meetings
To hold responsibility for liaising with the Estates Department/IT regarding repair and maintenance of all equipment and software in use within the cardiology departments.
To organise and participate in regular/ad hoc team and service line meetings. This will involve arranging the venue, equipment and catering, and taking/distributing minutes.
To ensure that complaints are dealt with in a timely manner, referring to the appropriate Cardiology team member where necessary.
To be responsible for the ordering and maintenance of stationery and equipment supplies, including external courses, managing expenditure decisions within the level of delegated authority, ensuring prompt payment, and having an understanding of cost-efficiency.
To take ownership of Business Packs, ensuring timely data collection and providing commentary to the relevant clinical staff and non-clinical managers.
To maintain a clear overview of the outpatient demand and capacity work, taking responsibility for ensuring full utilisation of all outpatient clinic capacities and taking steps to optimise patient flow.
Highlight areas of concern around performance, clinical risks, and operational issues as necessary to ensure the Clinical Director, General Manager and Senior Service Manager are aware of possible difficulties within the departments.
Participate in improvement projects and activities to aid the delivery of service developments under the guidance of the Senior Service Manager and General Manager.
Assist in the implementation of projects that deliver the strategic objectives of the Cardiology department.
To support teams in the preparation of bids for capital and revenue funding within the Cardiology department.
To support and undertake audit work as required, e.g. collection, checking and interpretation of statistical data and departmental information where appropriate
Managerial
To act as an integral part of the secretarial team by contributing to and supporting day-to-day administrative and secretarial tasks.
To establish and develop duties of departmental secretaries and the administrative team, training them in these duties where appropriate, identifying training needs, recommending appropriate courses, and maintaining a training record for these members of staff.
To carry out appraisal/individual performance review of admin and clerical staff, and ensure compliance within own team against the appraisal and statutory training policy
Manage individual performance in line with policy as required
To assist with advertising, short listing, selecting and recruiting of admin and clerical staff.
Support all new staff in the induction process, arranging a timetable of appointments and preparing an induction booklet for all staff.
To organise rotas for Consultants and secretarial/administrative staff ensuring adequate cover at all times.
To ensure all staff within the Cardiology service are familiar with departmental policies and procedures and Trust fire safety policies and procedures.
Act in such a way as to promote a positive culture of learning, development and professionalism within the services, where all staff understand and are involved in working together towards the achievement of Service, Divisional and Trust objectives.
Personal Development
Competent in the management of personal workload prioritising important and urgent tasks in order to meet both directorate and personal deadlines.
Undertake personal training and development as appropriate in order to develop professionally and to contribute to improvements in the service
Participate in own annual appraisal and agree a Personal Development Plan in line with set objectives
Person specification
Professional Qualifications
Essential criteria
1. Degree level (or working towards) qualification in a management or business related subject, or evidence of equivalent knowledge and experience; Evidence of continued professional development; Proficient in Microsoft Office Package
Desirable criteria
2. Leadership qualification
Knowledge, Training and Experience
Essential criteria
3. Understanding of medical and cardiology-specific terms
4. Evidence of team leadership skills and experience managing staff, including recruitment and appraisals
5. Proven ability to manage complicated tasks and deliver long-term objectives
6. Ability to prioritise and make immediate decisions to resolve front-line problems in the short-term
7. Good knowledge of computerised software packages including MS Word, Excel and PowerPoint.
Desirable criteria
8. Understanding of budget reports ECDL
Communication and Interpersonal Skills
Essential criteria
9. Strong written and verbal communication skills
10. Able to encourage staff to work through problems and assist in resolving issues
11. Ability to use knowledge and experience within broad service objectives to make first line day-to-day operational decisions
12. Diplomatic approach to resolving issues
13. Able to assist in resolution of first line patient complaints and listen to user experiences offering appropriate verbal response and identifying remedial actions as necessary
14. Ability to cope with a busy workload, work under pressure and meet deadlines
Desirable criteria
15. Experience of Inphase investigation
Personal Qualities
Essential criteria
16. Ability to work flexibly according to service demands
17. Creative and solution orientated
18. Able to work in a busy operational environment as part of a multi-disciplinary team
19. Enthusiastic and committed approach to work
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.