Lead Administrator

4 months ago

Peterborough, United Kingdom North West Anglia NHS Foundation Trust Full time

To supervise and work within an administrative team in the provision of an efficient, comprehensive and effective administration support within the Cardiac & Respiratory Investigations department.

**The post holder will**:
- Assist with the management and provision of an efficient and comprehensive administration support within the Cardiac & Respiratory Investigations department.

To manage the speciality administration and workload, ensuring appropriate delegation of tasks to other members of the speciality team in accordance with the correct procedures and policies.

Significantly contribute to the delivery of Trust standards for booking and administration procedures.

Significantly contribute to the delivery of pathways for all patients encompassing Cardiology & Respiratory services and other external specialities. This will include actively monitoring and tracking patients on the Cardiac & Respiratory Investigations waiting lists as well as their 18-week RTT pathway.

Ensure information is recorded on all systems in a timely fashion, escalating any breaches.

Actively take part in team meetings to ensure the department is flexible in its approach to changing workloads.

Deal sensitively and effectively with telephone enquiries from patients, relatives and colleagues ensuring confidentiality is maintained at all times.

Undertake line management responsibilities for the Cardiac & Respiratory Investigations Administration team.

To perform all allocated tasks required to meet the needs of the service.

To undergo training to meet the needs of new developments within the Service. To identify training for other members of the team.

We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.

Benefits to you
- 27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
- NHS Pension Scheme:

- Flexible working opportunities;
- Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
- Career development and training;
- Wellbeing support and activities;
- In-house physiotherapy Service;
- On-site canteens with subsidised meals;
- Subsidised staff parking (currently free).
- Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

Teamwork

As a team ensure that all functions within the speciality are completed.

Maintain close working relationships with colleagues within the speciality.

Work closely with clinical teams and other departments within the organisation.

Advise the Cardiology & Respiratory Administration and Performance Coordinator and Cardiology & Respiratory Administration and Pathway Coordinator of any points of concern relating to the administration of the service and processes in place.

Work a buddy system with other Band 4’s in the EMED division to ensure adequate cover is in place during absence.

Attend team meetings at required intervals.

Communication

**Key links with**:
Patients & carers

Cardiology & Respiratory Administration and Performance coordinator

Cardiac & Respiratory Management & clinical team

Angiography clinical team

EMED Performance Manager

Consultants and secretarial teams

Other wards and clinical teams

Primary Care Trusts and other external organisations

Operational and Administrative Processes

Administration - Patient records and information

The post holder is required to maintain both paper and computerised records in accordance with Trust standards.

Management of patient journey

Management of referrals

Book appointments for Cardiology & Respiratory Diagnostic tests and Procedures undertaken within the department.

To cancel, rebook and rearrange appointments as directed.

Ensure that data entered onto TOMCAT, MEDWAY, E track and other systems is complete and accurate.

Ensure patients receive accurate appointment information using TOMCAT & MEDWAY booking system.

Ensure patients receive a choice of appointment in accordance with the Trust Access policy.

Ensure any actions detailed in clinic/discharge communication have been completed.

Work within guidelines relating to data protection and confidentiality.

Deal with any problems in a constructive manner, communicating with relevant staff as necessary.

Inform Administration and Performance Coordinator, Cardiac & Respiratory Investigations Manager and Angiography unit manager where waiting times for patients may exceed appropriate targets.

Work with staff to help reduce waiting times in line with appropriate targets.

Provide ad hoc basic waiting list information as requested.

Administration - General

**General administrative duties to include**:
- Manage and maintain the Cardiac & Respiratory Investigations diary ensuring appointment slots are fully utilised and booked in accordance with the Trust Patien

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