Job overview
The Cardiology department at the Bedford Hospital is seeking to recruit a band 3 administrator to support our existing cardiology admin team. We are a supportive, dynamic and friendly team, which is continuously expanding and developing the services that we offer.
Our administration team play a vital role in the delivery of our cardiology services, undertaking a range of administrative duties.
As part of the Cardiology team and in conjunction with the cardiology consultants, cardiac technicians, medical secretaries and key administrative staff in the cardiology department; the diagnostic administrator will primarily be responsible for booking of cardiac diagnostic tests for the Community Diagnostic Centre (CDC) and assist in the booking of cardiac diagnostic tests for outpatients at Bedford Hospital.
The post holder will assist in the management of the diagnostic waiting lists in Cardiology, in accordance with National targets and the trust access targets.
The administrative duties include adding waiting list entries, managing waiting lists, booking clinics via the telephone and corresponding regarding appointments via letter, among other admin duties. Our service users are from a variety of cultural backgrounds; and so the successful candidate must be able to communicate effectively.
Main duties of the job
To deal with telephone calls and emails promptly and politely, assessing any action that may be required and either taking appropriate action or passing queries on to relevant colleagues in a timely manner.
Deal with patient queries sensitively and discreetly, using empathy and providing reassurance where required and always adopting the principles of patient confidentiality. Basic knowledge of non-invasive diagnostics should be employed to offer advice if required and appropriate.
To add diagnostic test requests to the waiting lists, ensuring accurate data entry.
To proactively oversee the length of waiting times for all non-invasive cardiology diagnostics. This includes having a thorough understanding of clinic templates and any booking limitations to optimise clinic utilisation and ensure that no breaches occur (including DM01 where appropriate).
Ensure all referrals are added to the appropriate waiting list in a timely manner ensuring accuracy of coding. Manage the waiting lists for all non-invasive cardiology diagnostics on a daily basis including regular validation and entry of appropriate comments. Provide information to the Principal and Lead Cardiac Physiologists related to demand and capacity monitoring on a regular basis.
Schedule all appointments using iPM and ensure appointment letters are sent out in a timely manner including any relevant patient information leaflets. For any urgent or short notice appointments, telephone calls should be made.
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
For a more detailed and complete description of the main responsibilities, please read the Job Description document provided
Person specification
Qualifications
Essential criteria
1. Educated to GCSE level or equivalent including English and Mathematics.
Desirable criteria
2. NVQ 3/4 in Administration or working towards
3. Computer literate to ECDL standard or equivalent.
Experience
Essential criteria
4. Experience of working within an Administrative role.
5. Experience of working as a part of a team and on own initiative.
Knowledge
Essential criteria
6. Knowledge and use of Microsoft software including Office, Word, Excel and PowerPoint.
Desirable criteria
7. Knowledge of NHS IT systems including IPM, ICE and Tomcat.
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.