Band 2 Administrator/coordinator

6 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
To assist in the provision of an effective administrative service to support clinical departments and teams. As a clinical administrator you will schedule appointments into appropriate clinical sessions under the supervision of the coordinator/ team leader.

You will schedule patient's clinics using the criteria set by the Trust and the clinical specialty, identifying capacity shortfalls.

You will work in conjunction with colleagues, service users and stakeholders to provide an efficient clerical support service, ensuring this is patient focused and patients receive a compassionate and professional service.

**Main duties, tasks & skills required**:

- Providing an efficient and professional administrative service
- Undertake data input, accurately inputting data using a variety of Trust IT systems in a timely way
- Communicating with patients and coordinating appointments
- Answering the telephone and taking messages, deal with them in a timely and efficient way and refer as appropriate
- Arrange meetings as and when required
- Receive and open incoming post and take action as required
- Review and action electronic correspondence and disseminate as appropriate

**About us**:
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

**Job description**:
Communication:

- Liaise with staff, patients and external agencies, such as GP's, Dentist's
- Provide patients with support, non-clinical advice and information on a range of issues including appointment queries
- Notify patients of new or changes to appointments
- Be sympathetic and sensitive to the requirements of staff, patients and other service users when communicating by telephone or face to face, including dealing with a difficult situation.
- Provide excellent telephone skills accurately recording telephone messages and other enquiries and refer as appropriate
- Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

Analytical and Judgemental Skills/Freedom to Act:

- Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision
- Ability to recognise situations that should be referred onto the Supervisor /Line Manager and take prompt and appropriate action
- Highlight capacity shortfalls in appointment availability/clinical areas and escalate to supervisor/team leader
- Ensure patients are listed in chronological order unless clinical priority determines otherwise
- Manage long waiting list patients in line with National Guidelines and local Patient Access Policy

Planning and Organisational Skills:

- Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
- Scheduling of patients into clinics ensuring they meet capacity
- When booking appointments ensure that patient accessibility requirements are met, ambulance transport requirements, appointment letters provided in bold print
- Advise patients of appointment times, these could be generated via GP Referral or internal request
- Organise interpreters if required to meet the needs of the patient
- Undertake work that has been prioritised by the Supervisor / Line Manager
- Book and monitor room bookings as and when required
- Arrange porters/patient transport as and when requested

Policy and Service Responsibilities:

- Work collaboratively and as part of an integrated team
- Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services
- Responsibility for Staff

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