Band 3 Cardiac Rehabilitation Administrator

A fantastic opportunity has arisen for an Administrator on a 12-month fixed-term contract to join our Cardiac Rehabilitation Service, which promotes professionalism, teamwork, and collaborative learning. Our Cardiac Rehabilitation service provides an established and respected outpatient programme for patients post cardiac event in order to aid recovery through education, improved fitness, strength, and reduce risk factors. The service has demonstrated excellent results and patient satisfaction.
All the following are to be carried out while working in close collaboration with members of the multi-disciplinary team led by a consultant.
- To demonstrate an administrative expertise and work autonomously, seeking guidance/support when necessary.
- To become an essential member and point of contact for the Cardiac rehabilitation service, patients and carers.
- To make appointments and liaise with the multi-disciplinary teams as required so will need good knowledge of and be able to conduct general admin duties as required.
- Add documents/reports and book patient appointment to Cerner (iCare-the electronic patient record) and ensure all clinics are accurately reflected for sickness/leave/other cancellations and slots blocked out.
- Check-in and then check-out all cardiac rehab appointments on iCare according to the outcome forms, making another appointment if required or discharging on the system.
- Give reminder calls to the patients for their appointment.
- Monitor waiting time and keep the rehab team and management informed of any issues/backlogs.
- Contribute regularly to quality monitoring of the service and assist with accurate database and national audit (NACR) input.
- To assist with the development and expansion of the current cardiac rehabilitation service providing evidence-based management of cardiac patients.
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
Widening access (anchor institution) and employability
Improving the experience of staff with disability
Improving the EDI literacy and confidence of trust staff through training and development
Making equalities mainstream
Job Purpose
To assist the Cardiac Rehabilitation Service with general administration/clerical duties to ensure the smooth running of the service as required.
Key Result Areas & performance
- First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.
- To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
- To register patient details on Cerner (ICARE) ensuring a high level of data accuracy.
- To make appointments and liaise with the multi-disciplinary team as required so will need good knowledge of and be able to conduct general admin duties as required.
- To deal with written and telephone enquiries for the service as appropriate.
- To book follow up appointments as required
- Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the Cardiac rehabilitation team directly to arrange where the patient needs to be booked.

Ordering, Receiving and Despatching Goods
- Order all stock for services as relevant.
- Maintain skills in ordering on SBS system.
- To be responsible for receiving all goods on arrival at site, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
- To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.

General Administration/Clerical
- To take messages ensuring complete confidentiality in accordance with Trust policy.
- General filin