Administrative Support Coordinator

3 weeks ago

Blackpool, Blackpool, United Kingdom Blackpool Teaching Hospitals NHS Foundation Trust Full time

Position Overview

An exceptional opportunity has emerged within the SACCT Division for an Administrative Support Coordinator to deliver comprehensive administrative assistance to a team of medical secretaries alongside their respective consultant and clinical teams. We are seeking a proactive and dedicated individual with prior experience in an administrative role, particularly in audio typing. The ideal candidate will possess the ability to follow directives, work independently, and collaborate effectively within a team environment. Upholding patient confidentiality and demonstrating outstanding customer service skills are paramount for this position.

Please note that the successful candidate may be required to provide support across various departments within the division.

Key Responsibilities

The primary responsibilities of this role include providing general clerical support to the SACCT secretaries and consultants. This encompasses facilitating audio transcription of clinic letters, results, and discharge summaries, as well as offering a broad range of clerical services throughout the department.

The post holder will be expected to collaborate as part of a dynamic administrative team within the SACCT division. Duties include, but are not limited to, retrieving patient case notes, validating RTT pathways, managing referrals from ERS, audio typing, and assisting with various administrative tasks.

About Our Organization

Blackpool Teaching Hospitals NHS Foundation Trust is strategically located within a short drive from major urban centers. The Trust serves a diverse population, providing essential healthcare services to the local community and specialized tertiary care for Cardiac and Haematology patients.

As one of the UK's prominent coastal resorts, Blackpool offers a vibrant living environment, making it an excellent place to work and reside. The town is renowned for its numerous attractions, including iconic landmarks. Additionally, Blackpool features scenic cycling routes through local parks and picturesque views along the coast.

Job Duties

Please ensure you review the attached Job Description and Person Specification for further details before submitting your application.

1. Retrieve patient case notes from various locations within the hospital and affiliated facilities.

2. Ensure Health Record folders are accurately tracked within the hospital's electronic HISS system.

3. Admit and process patient attendance in associated clinics.

4. Update and amend administrative information, such as patient demographic details, on both the HISS system and within Health Record folders, ensuring accuracy and completeness.

5. Maintain the Hospital Information System to reflect correct patient information.

6. Complete all assigned tasks in a timely and satisfactory manner.

7. Provide general support to the administrative team.

8. Collaborate with other departments to enhance patient experience.

9. Be an integral member of the assigned team.

10. Adhere to Medical Records Procedures.

11. Manage phone communications, take messages, and act on them for outpatient and day case attendances.

12. Continuously evaluate administrative processes and identify opportunities for improvement.

13. Comply with the job description statement.

14. Adhere to all relevant policies, procedures, and training requirements.

15. Undertake any other ad-hoc activities as directed.

Qualifications

Essential

  • Proficient in word processing - Qualified to RSA III/NVQ level 3 or equivalent.
  • ECDL or equivalent qualification/demonstrable skills/experience.

Desirable

  • NVQ level 2 in business administration.
  • City and Guilds Certificate in Medical Terminology or equivalent experience.

Experience

Essential

  • Proficient in Microsoft Office Programs.
  • Proven ability to work effectively under tight deadlines.
  • Strong communication skills, both written and verbal.
  • Good numerical aptitude.
  • Excellent command of English, including punctuation and grammar.

Desirable

  • Experience in providing secretarial services within a healthcare environment.
  • Familiarity with digital dictation systems.
  • Experience using NHS IM&T systems for data entry.
  • Background in medical audio typing.

Skills and Attributes

Essential

  • Ability to work independently and take initiative.
  • Motivated, adaptable, and proactive.
  • Professional appearance in accordance with dress code.
  • Capability to handle case notes weighing 2-5 kg or more.

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