Undergraduate Administration Coordinator

3 weeks ago

Maidstone, Kent, United Kingdom Maidstone and Tunbridge Wells NHS Trust Full time

Position Overview

An exciting opportunity has emerged for a 6-month fixed-term contract as an Administration Support Officer within the Overseas Visitors Team.

The Overseas Visitors Team plays a crucial role in identifying patients who may not qualify for complimentary NHS services and managing the recovery of treatment costs when necessary.

We are looking for a motivated, adaptable, and diligent individual with outstanding communication and computer skills. The ideal candidate will be self-driven and eager to acquire new competencies.

This role is primarily based in the Overseas Team office. However, flexibility in working arrangements is essential, as the post holder may be required to operate at different sites within the Trust.

The position entails a commitment of 37.5 hours per week, from Monday to Friday.

Main Responsibilities

• Generate daily reports on inpatient and outpatient activities.

• Maintain an Excel-based tracking system.

• Serve as the primary contact for inquiries related to daily reports generated for the Overseas Visitor Team.

• Provide clerical and general administrative assistance.

• Handle telephone communications related to the Overseas Visitor Team.

• Participate in training covering all aspects of administrative functions within the department.

About the Organization

Maidstone and Tunbridge Wells NHS Trust is a prominent acute hospital trust located in the south-east of England. We offer a comprehensive range of general hospital services along with specialized and complex care to approximately 600,000 residents in west Kent and East Sussex. Our workforce comprises over 8,000 full and part-time staff members, and we provide specialized cancer services to around 2 million individuals across Kent and East Sussex through the Kent Oncology Centre.

In recent evaluations, our employees have ranked us among the top NHS Trusts in the country, highlighting our commitment to creating a supportive work environment.

We promote flexible working arrangements to ensure that our staff can balance their professional and personal lives effectively.

Detailed Job Description and Responsibilities

Upon completion of pre-employment checks, candidates will be contacted to arrange their start date, which will align with one of our Corporate Inductions.

At Maidstone and Tunbridge Wells NHS Trust, we strive to cultivate a culture that enables every individual to realize their full potential, with opportunities for career growth and development. We value the unique contributions of our staff, which help us deliver high-quality care and services to our patients. We are committed to diversity and inclusivity, welcoming applications from individuals of varied backgrounds, perspectives, and experiences.

We provide support for staff with disabilities to ensure they receive the necessary adjustments to excel in their roles. Collaborating with Access to Work, we ensure that recommendations are implemented promptly.

Candidate Profile

Qualifications

Essential Criteria

GCSE Grade 4 or above (or equivalent) in English and Mathematics is required.

Desirable Criteria

Microsoft vendor qualifications. Level 2 qualification in Business Administration or Customer Service.

Experience/Knowledge

Essential Criteria

Experience working collaboratively within a team or multidisciplinary setting. Proficient in computer applications, including recent knowledge of Microsoft Office (Word, Excel, Outlook), email, and internet usage.

Desirable Criteria

Additional relevant experience. Experience working within a team or multidisciplinary environment.

Skills

Essential Criteria

Exceptional administrative capabilities. Strong organizational skills. Excellent communication skills, with the ability to manage inquiries and defuse challenging situations. Ability to prioritize tasks and work independently. Understanding of and adherence to the Trust's policies on information governance, data protection, and health & safety. Experience in data collection related to therapy activities. Attention to detail and accuracy in preparing and recording patient information. Ability to perform moderate physical tasks throughout the workday.

Desirable Criteria

Skills in negotiation, influence, and persuasion.

Attributes

Essential Criteria

Fluent in spoken and written English. Problem-solving skills with a flexible approach. Demonstrated initiative. Professional demeanor. Able to function effectively as a team member. Ability to meet deadlines. Empathetic and understanding of the needs of service users and providers.

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