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Job description

An opportunity has arisen to join the Trust's Cardiology team as Administration Lead, responsible for effectively providing support services to clinical and non-clinical staff.

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.

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.

We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.

All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.

Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
1. 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.
1. 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.
1. To prepare PowerPoint presentations for possible clinical and educational meetings
1. 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.
1. 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.
1. To ensure that complaints are dealt with in a timely manner, referring to the appropriate Cardiology team member where necessary.
1. 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.
1. To take ownership of Business Packs, ensuring timely data collection and providing commentary to the relevant clinical staff and non-clinical managers.
1. 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.
1. 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.
2. Participate in improvement projects and activities to aid the delivery of service developments under the guidance of the Senior Service Manager and General Manager.
1. Assist in the implementation of projects that deliver the strategic objectives of the Cardiology department.
1. To support teams in the preparation of bids for capital and revenue funding within the Cardiology department.
1. To support and undertake audit work as required, e.g. collection, checking and interpretation of statistical data and departmental information where appropriate

Managerial
1. To act as an integral part of the secretarial team by contributing to and supporting day-to-day administrative and secretarial tasks.
1. 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.
1. 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
1. Manage individual performance in line with policy as required
1. To assist with advertising, short listing, selecting and recruiting of admin and clerical staff.
1. Support all new staff in the induction process, arranging a timetable of appointments and preparing an induction booklet for all staff.
1. To organise rotas for Consultants and secretarial/administrative staff ensuring adequate cover at all times.
1. To ensure all staff within the Cardiology service are familiar with departmental policies and procedures and Trust fire safety policies and procedures.
1. 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
1. Competent in the management of personal workload prioritising important and urgent tasks in order to meet both directorate and personal deadlines.
1. Undertake personal training and development as appropriate in order to develop professionally and to contribute to improvements in the service
1. Participate in own annual appraisal and agree a Personal Development Plan in line with set objectives