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Clinical Operations Coordinator

2 months ago

Grimsby, North East Lincolnshire, United Kingdom Navigo Health and Social Care CIC Full time

Position Overview

This role encompasses a part-time commitment of 3 days per week, with flexible hours scheduled between 8 AM and 8 PM, Monday through Friday.

We are currently offering the following opportunities:

  • 1 x permanent position
  • 1 x fixed-term contract (12 months)

An exciting opportunity has arisen for a Clinical Operations Coordinator within our Acute, Rehabilitation, and Eating Disorder Services.

This position plays a crucial role in facilitating the safe and effective delivery of clinical services by providing comprehensive administrative support across multiple locations. Responsibilities include organizing and documenting meetings, managing staffing requirements, engaging in various projects, and assisting with the referral, admission, treatment, and discharge processes.

Key Responsibilities

The Clinical Operations Coordinator will deliver a full range of secretarial, administrative, and clerical support to the Medical and Clinical Teams within Navigo.

The successful candidate will:

  • Receive, record, and process referral, admission, and discharge information, ensuring that service user records are consistently updated.
  • Maintain a thorough understanding of Navigo's policies, processes, and procedures, adhering to them at all times.
  • Ensure the provision of an exceptional administrative service within agreed timelines, accurately recording, maintaining, and monitoring team data.
  • Process referral data from relevant healthcare professionals as necessary.

About Navigo

Navigo is dedicated to enhancing the mental health and well-being of the North East Lincolnshire community. As an award-winning social enterprise, we provide mental health services to the NHS and beyond.

Our mission is to deliver services that we would trust for our own families.

We offer a diverse range of mental health services, including acute and community facilities, as well as specialized support such as exceptional older adult inpatient services, rehabilitation, recovery community mental health, and a distinguished specialist eating disorder facility.

Recognized as one of the top companies to work for in the UK, we have been featured in the Best Companies top 100 large company list and were named the sixth best health and social care company in 2023.

As a social enterprise, we adopt a unique approach, developing income-generating businesses that provide training, education, and employment opportunities, including Grimsby Garden Centre and two cafes.

Working at Navigo is a distinctive experience. We seek forward-thinking individuals who aspire to make a meaningful impact.

Job Responsibilities

The Clinical Operations Coordinator will:

  • Provide effective administrative and secretarial support to all staff within the Medical and Clinical Teams, coordinating daily administrative tasks to ensure smooth service operations.
  • Assist with the daily diary management of Clinical and Medical Team members as required.
  • Complete administrative tasks related to inpatient admissions and discharges, adhering to established timelines.
  • Type and format correspondence following outpatient appointments and domiciliary visits, ensuring timely and accurate documentation in the electronic system.
  • Type and format all reports, letters, assessments, reviews, care plans, and discharge paperwork, ensuring clinical coding is accurate and information is saved appropriately.
  • Maintain accurate records on service user electronic notes, documenting all investigations and results pertinent to service users.
  • Support Clinical Management in maintaining colleague rotas and arranging bank staff cover as directed.
  • Work within established processes and guidelines to maintain efficient, accurate, and confidential record systems.
  • Oversee the daily activities of any temporary and administrative support staff, addressing any issues with Senior Administration.
  • Participate in relevant team meetings, including Administrative, Clinical, and Business Meetings.
  • Handle telephone inquiries from service users with mental health conditions, demonstrating empathy, understanding, and professionalism.
  • Collaborate with a variety of internal and external personnel, including Clinical Professionals, Service Users, Families/Carers, GP practices, Consultants, Hospital departments, and Health and Local Authority staff.
  • Provide support for internal and external meetings relevant to the Clinical and Medical Teams, including:
    • Arranging suitable venues
    • Managing invitations and meeting apologies
    • Preparing meeting agendas and disseminating documentation
    • Taking, producing, and distributing minutes of meetings
  • Run and edit electronic system reports, ensuring data quality and addressing any errors on a monthly basis.
  • Assist in collating up-to-date activity and data relevant to team provision, ensuring timely resolution of system data errors.
  • Contribute to the implementation of new administrative procedures and working methods.
  • Ensure compliance with health and safety procedures and maintain electronic diaries for clinical team members.
  • Assist with budgetary and expenditure matters, including petty cash management and processing invoices as directed.
  • Be jointly responsible for managing office and administrative supplies.
  • Participate in team development activities and administrative away days.
  • Act on initiative and raise any concerns that may jeopardize service delivery or care provision.
  • Maintain confidentiality and comply with the Data Protection Act and Access to Health Records procedures.
  • Adhere to Health and Safety Regulations and Navigo's policy guidelines.
  • Manage compliance in mandatory training as per Navigo's guidelines.
  • Maintain an up-to-date knowledge of Navigo's policies, procedures, and processes.
  • Engage in new service initiatives and participate in relevant working groups.
  • Provide administrative insights into service developments as appropriate.
  • Perform other duties as required.

Person Specification

Knowledge

Essential

  • Understanding of the importance of confidentiality
  • Awareness of the client group

Desirable

  • Knowledge of mental health services
  • Familiarity with the Care Programme Approach (CPA)
  • Understanding of hospital administration systems
  • Knowledge of medical terminology
  • Experience in a customer service role

Qualifications

Essential

  • Educated to GCSE level grade A to C or equivalent, including Mathematics and English Language
  • NVQ Level 2 in Administration or equivalent practical experience
  • IT qualification to GCSE level or equivalent

Desirable

  • RSA/OCR Grade 3 Typing/Word Processing standard

Experience

Essential

  • Team collaboration
  • Database and spreadsheet management

Desirable

  • Knowledge of mental health services
  • Familiarity with the Care Programme Approach (CPA)
  • Understanding of hospital administration systems
  • Knowledge of medical terminology
  • Previous experience in a customer service role