Clinic and Admin Co-ordinator

3 weeks ago

Warrington, United Kingdom Bridgewater Community Healthcare NHS Foundation Trust Full time

**Job Purpose**: To effectively manage the administrative activities for Warrington Wheelchair service, working as an integral part of the team, communicating with staff, patients, clinicians, other internal and external agencies and health and social care providers. To line manage and lead the multi-disciplinary team in the provision of the full range of administrative services which will include the day-to-day office workload, management and responsibility for administration and IT systems. The post holder is responsible for ensuring the provision of a full range business administrative support to the Team Lead. The post holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with the Team Lead.

**Duties and Responsibilities**: To ensure provision of a comprehensive MDT Service and administrative service ensuring that telephone calls, correspondence and direct contact with patients and other internal/external agencies are dealt with in an appropriate and professional manner, using judgement and discretion, where necessary and to refer complex matters to relevant members of the clinical team. To develop, maintain and review effective and efficient paper and electronic systems, including the files of a confidential nature and to make sure that the systems in place are reviewed on a regular basis. The post holder will line manage and support the administrative staff in the day-to-day management of the Wheelchair Service. He/she will be expected to develop an in-depth knowledge of the service and systems and to be able to produce reports as required by the Team Lead.

The post holder will prioritise the workload of the team on a daily basis to ensure targets are met for patient appointments, letters and clinical assessments. To be involved in recruitment of staff supported by the Team Lead. Act as a focus for the multi-disciplinary team to ensure the smooth day to day running of the service. To represent the administrative staff at senior management level team meetings.

The post holder will draw up reports and policies as requested by the Team Lead. He/she will be able to prepare Excel spreadsheets, monthly data reports and PowerPoint presentations with direction, for use by the multi-disciplinary team. The post holder will comply with Bridgewater Community Healthcare Trust policies and ensure administration staff and Clinicians are made aware of any new policies and updates. The post holder will have an understanding of health and safety regulations and assist in maintaining a safe environment for staff, patients and visitors to the department in accordance with fire, health and safety procedures.

The post holder will maintain wheelchair equipment registers to allow maintenance of service contract for the various items of clinical equipment in use by the team. The postholder will be responsible for the ordering of wheelchair equipment for the MDT. The post holder will ensure confidentiality and Caldicott principles are maintained at all times. The post holder will liaise with the MDT and Team Lead, as necessary to ensure the smooth running of the Service.

Develop close working relationships with the key stakeholders to ensure patients are seen appropriately following the correct pathway. The post holder will communicate appropriately with patients and the general public, either in person or on the telephone, taking account of barriers to understanding and adjusting responses accordingly. The post holder will manage sensitive, confidential information which may be verbal or written, following Bridgewater Community Healthcare NHS Trust policy. Liaising at all levels to ensure efficient exchanges of information between the team as well as other internal and external contacts as necessary.

The post holder will take the initiative and consult with clinicians and the Team Lead as appropriate when they are not in the office. This post requires unsupervised working and exercise of judgement in seeking assistance. The post holder will represent the staff at a senior management level providing the link between clinical and administrative operations within the service. Build positive relationships with internal and external customers, including patients, clinicians, and staff from other trusts.

The post holder will provide and receive confidential patient information and disseminate appropriately. Communicate regularly with clinical leads to ensure that their clinical decisions are respected and carried out appropriately. To control, maintain, collect and collate data information, using spread sheets and EMIS, ensuring that all information is readily available for use. The post holder will maintain an effective recording system for the Service, ensuring that confidentiality of patient information is always maintained in line with Trust policies and procedures.

To be responsible for ensuring the security of information and to comply

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