1. JOB IDENTIFICATION
Job Title:
Secretary/Administrative Support
Department(s):
BHF Heart Failure Specialist Nurses / Community Cardiac Services
Job Holder Reference:
No of Job Holders: 1
2. PURPOSE
To provide administration and clerical support to the BHF Heart Failure Specialist Nurse team,
Cardiac Rehabilitation Team, and wider Community Cardiac Services Team.
To organise
administrative duties effectively and efficiently, contributing to the performance of the Service
enabling the BHF Heart Failure Specialist Nurse team / Community Cardiac Services to carry out all
their clinical and non clinical duties, and help with daily organisation of the Service.
3. Organisation chart
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4. SCOPE AND RANGE
Daily communication directly and by phone with Nurses, patients/carers and other health
professionals, ensuring activity by staff is entered timeously and accurately into Athena database.
Co-ordinate collection and input of ACS activity to SCI-CHD database, also enter data as required into
Cardiac Rehabiltiation Database. Assist cardiac nurses with
IT, order froms, typing, photocopying, collation of statistics, diary, arrange meetings with
other departments, and other duties to provide an effective service.
To answer telephone daily, variety of admin work daily, eg. Typing photocopying, forms to
develop, information to be distributed, transcribing/typing minutes.
Arrange Cardiac Rehabilitation Education Programme and assist with planning of Cardiac Rehabilitation
Exercise programme
5. MAIN DUTIES AND RESPONSIBILITIES
The post holder will :

Undertake clerical duties and ensuring adequate clerical support systems including
establishing and maintaining appropriate filing system.

Carry out any other admin duties including typing, faxing, e-mailing and photocopying.

Transcribe letters/minutes

Audio-type clinical letters

Deal with phone calls and enquiries from patients/carers and other departments regarding the
Heart Failure Specialist Nurse Service, Cardiac Rehabilitation Service and Community
Cardiac Services , and directing and prioritising queries as appropriate, to ensure efficiency
and effectiveness of the service.

Help manage diary and arrange patient clinic or home visit appointments.
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
Contact patients via telephone to arrange/confirm their next appointment times.

Deal with patient and/or relative enquiries in a calm and professional manner.

Ensure that all mail is dealt with appropriately and timeously.

Monitor and order stationery, office equipment and medical supplies as and when required,
using purchase order template for authorisation.

Arrange transport and accommodation for nurses attending training and study days.

Arrange occasional BHF Study Day presentations, arrange invitations, liaise with delegates
and ensure catering, training packs and IT equipment is available at the venue.

Locate and book rooms for meetings.

Organise Student Nurse placements within Specialist Nurse module.

Maintain staff records including recording sickness absences and annual leave.

Ensure adequate supply of new patient pack folders, with accompanying paperwork and
printed labels.

Monitor the office diary on a daily basis and retrieve appropriate patient notes from filing in
readiness for nurses’ home visits or clinic appointments.

Obtain recent blood results from SCI-Store for inclusion in patient notes in readiness for
clinics/home visits.

Liaise with other Administrative staff and Medical Secretaries for clinical information regarding
documentation for referred heart failure patients.

Liaise with Outpatient Department and Medical Records regarding weekly clinic lists.

Visit the Medical Records department on a weekly basis to locate and retrieve patient notes
for Audit purposes.

Enter new patient demographics and contact details onto ATHENA database.

Assist in data collection and input of ACS activity to SCI-CHD database in line with National
statutory requirements.

Print-out and send copies of letters to GP’s/Practice Nurses and Medical Records on a daily
basis.

Occasionally type clinical letters to patients, and outside Agencies

Ensure that relevant and accurate data is entered onto the ATHENA, Cardiac Rehabilitation
and SCI-CHD databases.

Assist in the compilation of statistical information and data as required.
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
Liaise with Public Health Intelligence Analyst on a weekly basis regarding coding of Cardiac
Patients for ACS Audit purposes.

Assist in the development and production of reports as requested, and assist in National data
collection, audit and research ensuring accuracy and a high standard of data quality.

Ensure that appropriate security measures are in place to ensure the confidentiality and
appropriate use of all data held within the system.

Ensure that all processes relating to the system conform to national guidelines e.g. data
protection.

Be aware and follow all the W.I.H.B policies and procedures including risk management,
infection control, COSSH, Health and safety and waste management.
6. Decisions and Judgements
The post holder will be expected to work independently and manage and prioritise own workload.
Ongoing informal supervision will be provided by the Lead BHF Heart Failure Specialist Nurse.
Monitor and log all faults, problem solving where possible and reporting to most appropriate person
ie. IT Department, BHF Lead Heart Failure Specialist Nurse
Uses judgements when fault finding and analysing system problems, recognising when to seek
further advice.
The post is subject to regular PDP reviews.
7. Communications and Relationships
Communicating with General Practitioners, Practice Managers, GP and Hospital
Staff, Patients and/or their relatives with sensitivity, in a professional manner and with the awareness of
of the need for confidentiality at all times.
Liaise with other departments e.g. IT & Medical Records.
Be a focal point of contact for the department.
8. Physical Demands of the Job
Working from a laptop for occasional long periods of time.
High level of concentration required when entering information onto National databases and
producing reports.
Ensuring that all tasks are carried out timeously and accurately, whilst ensuring all patient data
is selected and correctly entered onto the appropriate system/s.
Lifting files, stationery and supplies.
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9. STANDARD ELEMENTS
These are sections that will be generic and included in every job description and will include
confidentiality, health and safety and avoiding discrimination. Example sections
are noted below:
Confidentiality
This involves taking the necessary precautions when transmitting information only disclosing it to
those who have the right and the need to know it.
All personal health information is held under strict legal and ethical obligations of confidentiality. NHS
Staff must follow guidance (NHS Code of Practice on Protecting Patient Confidentiality) before
disclosing any patient information. All staff must respect confidentiality of all matters that they may
learn relating to their employment, other members of staff, patients and their families.
Health and Safety:
Assist in maintaining own and others’ health, safety and security.
This involves:
Complying with Board health and safety policies, procedures and participating in mandatory training.
a) Maintaining a safe working environment and reporting any issues of concern as
appropriate.
NHS Western Isles attaches the greatest importance to the health and safety of its employees. It is
the Board policy to do all that is reasonable to prevent personal injury and hazard to health by
protecting staff and others including the public from foreseeable hazards compatible with the
provision of proper services to patients. The Board expects its entire staff to take reasonable care of
their own health and safety and that of others who may be affected by their acts or omissions at
work. More detailed information is given in departmental safety policies where appropriate.
Ensure own actions support equality, diversity and rights.
This involves:
(a) Acting in ways consistent with the Board’s policies and procedures.
(b) Treating those you come into contact with equitably and with respect.
(c) Recognising the need for aids or adaptations.
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PERSON SPECIFICATION
Job Title:
Secretary / Administrative Support
Department: BHF Heart Failure Specialist Nurses / Cardiac Services
FACTOR
ESSENTIAL
Experience
DESIRABLE
Previous administration experience – minimum Previous
3
administration
years
experience within the
NHS
Previous experience
of working with
computerised medical
records systems
Qualifications,
Training
Good Basic Education
SVQ level 3 in Office administration
or equivalent
Knowledge and
Skills
Qualification in Medical
Terminology and
Medical Word
Processing
Able to work on own or part of a team.
Ability to use own initiative.
Able to communicate effectively.
Knowledge of Word Processing (Microsoft Word)
and database (Microsoft Excel).
Ability to use email and internet.
Ability to create and manage databases
Ability to work and administer IT
information/management systems
Disposition
Good interpersonal skills
Ability to maintain confidentiality
Ability to use discretion.
Other
Flexibility in working time.
Clean UK driving licence
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