As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision ' to be the best cardiothoracic integrated healthcare organisation'. We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine including adult cystic fibrosis and diagnostic imaging, both in the hospital and out in the community. We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics. Heart and lung disease continue to be amongst the biggest killers in the UK and the communities we serve are marked by increased prevalence of cardiovascular disease, higher levels of heart failure, hypertension, coronary artery disease and an ageing population. Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and facilitated by technology. New and upgraded clinical areas are designed with patients and families fully involved to deliver their needs. As part of our long term plan, we aim to form strong clinical and organisational relationships where possible. There is clear evidence that partnerships improve patient care and enhance quality and we aim to collaborate with a range of other providers and professionals with the aim to extending access and improve quality. Our vision is underpinned by five strategic goals: Quality: to deliver the highest quality, safest and best experience for patients and their families by providing reliable care Service and Innovation: to develop our service portfolio for patients by developing innovative models of care Value: to maintain financial viability, enhance service delivery and develop new models of care to improve the health of our patients and safely reduce costs Workforce: to be the best NHS Employer by 2019 by attracting and retaining the best staff to deliver excellent patient care Stakeholders: to develop productive relationships with key stakeholders in order to enhance our profile and reputation. Our Mission “Excellent, Compassionate and Safe care for every patient, every day” Job overview The administrative assistant will be responsible for providing clerical and administrative support for the service. Working as part of the multidisciplinary team they will be a direct point of contact for patients, provide call handling services, schedule appointments and coordinate various clinical workstreams over various patient administration systems. The role will require a flexible working approach to cover hub-based and community clinic-based activity 7-days per week, 365 days per year, Over the hours of 8am – 8pm. Advert To provide comprehensive, high quality and efficient administrative booking and scheduling for Knowsley Community Service patients. To provide clerical and administrative support to all members of the multidisciplinary team. To ensure referrals are processed and appointments are scheduled in accordance with locally commissioned KPI and national RTT targets. The post holder will follow service processes and operational guidelines to ensure patients receive continuity of care through clear and timely communication. Working for our organisation As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'. We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community. We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics. Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms. Please visit our website - https://www.lhch.nhs.uk/ Please follow this link for a tour of our site - https://bit.ly/36ylsoq Detailed job description and main responsibilities KEY DAY-TO-DAY RESPONSIBILITES To provide administrative support to Knowsley Community Services within the administration hub and off-site within the Primary Care Resource Centres (PCRC). Receive and process inbound referrals in accordance with locally commissioned KPI and national RTT targets. Prepare clinic sessions and documentation required by clinical / technical staff. Liaise with community venue reception staff when working within PCRC setting. Welcome patients and direct to appropriate clinician when working within PCRC setting. Transcription typing from dictation for all clinic letters, discharge summaries, medical reports, and general correspondence for primary service and assist with typing for other service lines as required. Instruct and support patients to complete patient satisfaction surveys. Update patient demographics, attendance status and RTT pathway on hospital electronic patient administration systems (PAS and EMIS Web). Record telephone contacts and complete administrative templates in the electronic patient record systems. Schedule follow-up appointments as requested by clinical teams and ensure patients are notified of appointments. To maintain confidentiality in respect of all patient and staff information in line with Data Protection Act. To deal with all calls, enquiries and messages in a professional manner, relaying messages to the wider team and taking appropriate action. Search and obtain test results or documentation as requested by the clinical teams. Cash up clinic activity at the end of the clinic session. Send emails and tasks as requested by the clinical teams. Photocopy, scan or print documentation as required. Make telephone enquiries to patients, relatives and colleagues as required. To book appointments in accordance with trust and community guidelines. To receive and process incoming and outgoing direct and electronic mail. To attend and minute service meetings as requested. Manage and prioritise own workload. Work as an effective team member, demonstrate good personal communication skills and actively promote excellent team and interdisciplinary relationships. Monitor and action EMIS tasks in a timely manner. GENERAL RESPONSIBILITIES To ensure efficient running of office, holding accountability for monitoring and ordering stationery, maintenance of office equipment and reporting any concerns appropriately. To record compliments and/or complaints, reporting any complaints to KCS Admin Hub Manager. The post holder will be expected to carry out any other duties, as required, commensurate with their pay band. To work with community and wider teams to ensure a coordinated approach is provided for service delivery. The post holder will be required to facilitate and support new starters to carry out their role. Ensure that that all patients with a planned admission are dealt with in a timely fashion, inputting patient data and arranging a TCI date as appropriate by liaising with other health professionals/ hospitals/secretaries as required. We reserve the right to close this vacancy early. Therefore, interested applicants are advised to apply as early as possible. Please review the job description and person specification carefully before applying to ensure that you meet the essential requirements for the post. All applicants will be contacted and informed by email whether they were successfully shortlisted for interview. As part of you pre-employment checks we will be required to obtain satisfactory references. We require at least one written reference from your current or most recent employer. We are only able to accept references from a professional work email address. Employers are expected to implement the Care Certificate for all applicable new starters from April 2015. The Care Certificate aims to equip health and social care support workers with the knowledge and skills which they need to provide safe, compassionate care. We expect all new starters in clinical, patient facing posts (bands 1-4) to complete all 15 standards of the Care Certificate, within their first 6 months with the Trust. Flexible Working applications will be considered in line the Trusts flexible working policies. The Trust is a no-smoking site. We reserve the right to close adverts earlier than the closing date should we receive sufficient applications and so urge you to submit your application as soon as possible. Please note UKVI guidelines prohibits sponsorship for all Band 2 and 3 posts. Guidelines state that many other posts are also not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine whether you would be eligible for sponsorship if you were to gain a conditional offer for this role. https://www.gov.uk/skilled-worker-visa/your-job If you are a Skilled Worker/ Health and Care visa applicant and you are coming to work in an occupation defined by the relevant Standard Occupational Classification (SOC) code, you will be required to provide a criminal record certificate from any country you have lived in for 12 months or more in the last 10 years, this is also applicable for your adult dependants.