Administrative Coordinator for Respiratory Services
3 weeks ago
Job Overview
We are pleased to announce an opening for a Band 4 Administrative Coordinator within the Respiratory Services department.
The selected candidate will oversee line management within the administrative team, collaborating closely with fellow administrative professionals, as well as Clinical and Nursing staff, to ensure a high standard of service for our patients and their families.
This position requires exceptional written and verbal communication abilities, a solid understanding of Microsoft Office applications, and outstanding planning and organizational skills. The ideal candidate will be a collaborative team member while also demonstrating the capability to work independently to achieve set objectives and deadlines.
This role offers flexible working arrangements, including the possibility of hybrid work, allowing for a blend of on-site and remote responsibilities.
The successful applicant will have the chance to engage in HR-related functions, provide mentorship to new team members, and pursue personal development opportunities.
Key Responsibilities
The successful candidate will be instrumental in delivering a high-quality administrative service, providing comprehensive support to a team of Consultants, Specialty Registrars, and Nursing staff within the Respiratory Department. This includes working in conjunction with a team of administrative colleagues to ensure an exceptional administrative experience for our patients and their families.
Additional responsibilities include:
- Managing clinic schedules and patient attendance for the specialty, in collaboration with Consultants and other relevant departments.
- Acting as a primary contact for Consultants regarding patient inquiries.
- Accurately transcribing clinical correspondence using Winscribe, ensuring high-quality output within established deadlines.
- Utilizing judgment and initiative to prioritize tasks based on urgency and importance.
- Establishing and maintaining patient administration systems and databases.
- Handling incoming correspondence and managing results/reports.
- Organizing and attending meetings, and taking minutes as required.
- Ensuring the accuracy of RTT patient data.
- Serving as a communication link to the directorate management team concerning consultant leave and service matters.
- Conducting inbound and outbound telephone communications related to patient care in a confidential manner.
- Typing non-clinical correspondence as necessary.
- Supporting and mentoring new staff members.
- Collaborating with the line manager on personal development goals.
- Undertaking HR-related tasks, including appraisals and recruitment, as needed.
- Performing any other reasonable duties as required.
Qualifications and Experience
Essential
- A good standard of secondary education, including English and Maths at GCSE level C or above.
- NVQ Level 3 in Administration or equivalent experience.
- RSA Level 3 in word processing or proven typing experience, particularly in producing letters and reports from dictation systems.
Experience
Essential
- Significant experience in office administration with a focus on customer interaction, including proficiency in spreadsheets, letter creation, report generation, and handling telephone inquiries.
Desirable
- Previous administrative experience within the NHS, utilizing patient management systems.
- Experience working as a PA or providing support to others.
Communication and Relationship Skills
Essential
- Ability to convey information clearly and accurately, both verbally and in writing.
- Understanding of confidentiality and sensitivity in communication with patients and clients.
- Ability to work effectively as part of a team and maintain constructive working relationships.
Analytical and Judgment Skills
Essential
- Ability to make informed decisions to resolve problems and manage competing demands while meeting deadlines.
- Evidence of proactively organizing workload and supporting team coverage during absences.
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