Neurosurgery Administrative Coordinator

3 weeks ago

Birmingham, Birmingham, United Kingdom University Hospitals Birmingham NHS Foundation Trust Full time

Position Overview

The successful candidate will deliver a thorough and effective administrative support service to the Consultant(s) and their medical team. By managing the administrative responsibilities, the Medical Secretary - Supervisor will facilitate the Consultant(s) in maximizing their clinical duties. It is crucial for the candidate to demonstrate initiative and sound judgement while maintaining confidentiality at all times.

The role involves being a compassionate and understanding point of contact for patients, relatives, and caregivers. The post holder will also oversee the daily training and guidance of other medical secretaries and clerical support staff.

Key Responsibilities

- Exhibit excellent telephone communication skills, accurately documenting messages and inquiries, and directing them as necessary.

- Serve as a contact for patients, relatives, caregivers, GPs, and other healthcare professionals, ensuring effective communication, especially in emotionally charged situations.

- Regularly participate in administrative team and departmental meetings, contributing to effective teamwork through the exchange of ideas and communication.

- Make informed decisions and take appropriate actions regarding inquiries.

- Identify situations that require escalation to the Line Manager and respond promptly and appropriately.

- Organize, distribute, and prioritize incoming correspondence, using discretion to determine which documents require urgent attention from the Consultant(s) and their team.

- Manage and follow up on patient investigation results, prioritizing actions based on clinical urgency, with guidance from the medical team.

- Independently organize daily work tasks, demonstrating the ability to prioritize effectively to meet established deadlines.

- Arrange meetings as necessary.

- Adhere to and stay informed about National and Trust regulations, guidelines, policies, procedures, protocols, and codes of conduct, ensuring compliance across the team.

About University Hospitals Birmingham NHS Foundation Trust

We are recognized as a leading NHS Foundation Trust in the UK, committed to building healthier lives through exceptional staff.

Our dedication to our employees includes creating an optimal working environment, offering flexible working arrangements, and providing diverse training and development opportunities to support personal and professional growth.

We strive to ensure that all staff are treated equitably and feel a sense of belonging in a kind and inclusive atmosphere. Our commitment to an inclusive culture is evident at all organizational levels, where every voice is valued, supported by active staff networks and initiatives led by our leadership.

University Hospitals Birmingham is a smoke-free facility.

Qualifications and Experience

Essential:

  • Good General Education (e.g., GCSE English and Maths A-C) or equivalent.
  • Business Administration NVQ Level 3 or relevant experience in a clerical setting.
  • AMSPAR Certificate or equivalent knowledge of medical terminology.
  • Proficient understanding of medical terminology.

Experience:

Essential:

  • Previous experience as a Medical Secretary.
  • Experience in public-facing roles or customer service.
  • Familiarity with Microsoft Office applications (Word, Excel, Outlook).
  • Experience using IT systems.
  • Background in healthcare settings.
  • Strong organizational skills.
  • Ability to work independently and manage unexpected situations.
  • Capability to work under pressure and multitask.
  • Ability to meet deadlines.

Desirable:

  • Experience in a fast-paced environment.

Additional Criteria:

Essential:

  • Ability to work effectively and flexibly as part of a team to meet service needs.
  • Confidence in interacting with individuals at all levels.
  • Demonstrated understanding of equality and diversity principles.
  • Mature, open, and adaptable approach to work.
  • Exhibits care and compassion.
  • Strong interpersonal and communication skills.
  • Excellent organizational abilities.
  • Team-oriented mindset.
  • Conscientious and reliable.
  • Demonstrates motivation and commitment.
  • Willingness to travel to multiple sites as required.

Desirable:

  • Able to perform under pressure and manage stressful situations.

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