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Administrative Coordinator
2 months ago
This role is part of an administrative team working within the Neonatal service line at University Hospitals Plymouth NHS Trust. The key responsibility of this position is the efficient and accurate administration and recording of patient data and working on the NICU/TCW reception desk, which includes administrative tasks such as filing, data input, and reception duties.
Main Responsibilities- To undertake the day-to-day inputting of the neonatal database system.
- To liaise with and assist the site lead for neonatal data management in the administration of the neonatal data system, data quality assurance, and report production.
- To ensure the timely flow of patient documentation to facilitate written communication with healthcare professionals, Trust performance management, and clinical coding colleagues within mandated timeframes.
- Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
- To undertake administrative duties to support the team, including filing, photocopying, sending faxes, collecting notes, etc. from various locations.
- Maintain hospital notes in accordance with Trust policies.
- Liaise with other departments.
- To make effective use of IPM, Badger, and PROTOS maternity system.
- Tracing of case notes via IPM.
- To carry out assigned tasks under the supervision of the Service Line Manager or Ward Sister.
- In periods of ward clerk absence (annual leave/sickness) to be available at the reception desk to perform gatekeeping/meeting and greeting role.
- To be familiar with and adhere to the Health and Safety Policy and other Trust policies and procedures.
- Demonstrate and awareness of child protection.
- Work together as a member of the team in providing a welcoming and safe environment for infants, patients, and all visitors to the unit.
- Demonstrate a responsible attitude towards care of equipment, property, and economy at all times.
- Provide cross-cover for other departments appropriate to banding as required.
- To receive and welcome parents, children, and visitors to the ward.
- Answering telephone enquiries in conjunction with, and under the direction of, nursing staff.
- Commence paperwork as appropriate on patients' admission ensuring information is added to IPMS, Salus, and Edis Systems.
Knowledge & Experience
- Previous clerical demonstrable experience.
- Demonstrable experience of dealing face-to-face with the general public and difficult customers/patients.
- Demonstrable experience of working within a busy environment.
Desirable
- Previous NHS demonstrable experience.
- Previous clerical demonstrable experience.
Qualifications
- Essential: Educated to GCSE grades A-C (9-4) or equivalent in Maths and English, or equivalent demonstrable experience.
- Desirable: NVQ Business Administration level 2 or 3.
Aptitude & Abilities
- Essential: Good communication skills, written and verbal, with ability to demonstrate fluency, clarity, and effectiveness at all levels.
- Ability to work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines.
Other Factors
- Essential: Demonstrate an understanding of confidentiality.
- Flexibility to cover colleagues during absences.
