Band 3 Administrator

Job summary

The post holder will be required to coordinate patients who are under Cardiothoracic surveillance and treatment for aortic aneurysms.

Work alongside aortic multi-disciplinary team to ensure accurate tracking of patients who require surveillance of their aortic aneurysm.

Coordinate spreadsheet for patients on surveillance pathway to track and indicate readiness for surveillance CT scanning, appointments or for escalation to surgery.

Provide general admin support for aortic nurse specialist including typing, contacting patients, diary co-ordination as required.

Attend and minute the aortic MDT meeting ensuring any minutes, tasks and updates are completed as required.

Provide secretarial support for the Consultant Anaesthetic workforce as required, point of contact, liaison with services, letter typing etc.

Main duties of the job

The admin team ensures efficient service delivery, supporting clinical and managerial teams by answering phones, data entry, managing diaries, and other administrative tasks.

The post holder will also book medical appointments using an electronic system and communicate with patients via email and telephone. Responsibilities include providing effective administrative support, working flexibly within the team, and contributing to system efficiency.

The role requires multitasking in a busy environment, working independently and within a team.

About us

Blackpool Teaching Hospitals NHS Foundation Trust is committed to delivering high-quality, compassionate, and safe care. As part of the Lancashire & South Cumbria NHS Collaborative, we work collaboratively across the region to improve services and outcomes.

We are proud to foster a positive, inclusive and values-driven culture based on:

• Caring:Open, compassionate, and supportive.
• Safe:Responsible, accountable, and committed to continuous improvement.
• Respectful:Treating everyone with dignity and fairness.

We also maintain azero-tolerance approachto bullying, harassment, discrimination and sexual misconduct, ensuring a safe workplace for all staff.

As an employer, we value our people and are committed to equality, diversity, inclusion, sustainability, and staff wellbeing. We encourage active travel, environmentally responsible behaviour, and career development through training and support.

Job responsibilities

• Collaborate effectively as a team member.
• Perform general office duties as required, including filing, typing letters, photocopying, collating and distributing information and managing incoming and outcoming mail.
• Operate and maintain and accurate and secure filing system that is accessible to all staff.
• Maintain spreadsheets and databases, including producing regular information reports.
• Communicate effectively using written, verbal, email and telephone skills.
• Liaise closely with staff, service users and stakeholders professionally.
• Organise day-to-day tasks, prioritising to meet set timescales.
• Contact patients by telephone in a sensitive and confidential manner.
• Be adaptable to change in duties and responsibilities, which may vary depending on service need.

Person specification

Education and Qualification

Essential

• Good level of basic education to include GCSE Maths and English, NVQ level 2, or evidence of administrative knowledge and skills equivalent to level of qualification

Desirable

• NVQ 3 Team leadership or Business Administration or Customer care or equivalent experiance

Experience and Knowledge

Essential

• Good knowledge and understanding of office procedures
• Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access

Desirable

• Experience of using Trust IT systems
• Experience of working in Healthcare

Skills and Ability

Essential

• Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Advanced keyboard / IT skills Including audio typing
• Ability to manage and prioritise own and other's workload and use own initiative
• Good organisation skills and ability to multitask
• Good time management skills
• Ability to take and transcribe notes of meetings in a timely manner
• Ability to maintain relevant recording and information systems
• Ability to deal professionally with enquiries from staff, service users and stakeholders
• Ability to problem solve
• Understand confidentiality and apply the principles in every day working practice.
• Work effectively and flexibly as part of a team to meet the needs of the services