Clinical Administrative Coordinator
3 weeks ago
Position Overview
THIS POSITION IS A TEMPORARY ASSIGNMENT TO SUPPORT SERVICE REQUIREMENTS
An exceptional opportunity has emerged for a skilled Band 3 Clinical Administrative Coordinator to join the Community Paediatric Service. The selected candidate will deliver comprehensive secretarial and administrative support to the Consultant Paediatricians within the department. Responsibilities will encompass engaging with patients, their families, and external stakeholders on a daily basis with professionalism and sensitivity, transcribing medical documents, audio typing, scheduling appointments, and managing clinical activities. Additionally, the role involves handling correspondence and filing duties, as well as collaborating with various departments to facilitate patient pathways and retrieve medical records.
Proficiency in the Welsh language is preferred for this role; applications from both Welsh and English speakers are encouraged.
Key Responsibilities
The successful candidate will be expected to maintain a high level of accuracy, possess excellent organizational and typing abilities, and demonstrate initiative in managing their workload to assist the team in effectively delivering clinical services.
Candidates should be exceptionally organized, efficient, and exhibit a keen attention to detail, supported by strong IT skills. They should also possess excellent time management and calendar coordination skills, with the ability to prioritize tasks and manage conflicting demands.
If you believe you fit this profile and wish to contribute to the delivery of high-quality services to children and young people, we welcome your application.
About Our Organization
As the smallest Health Board in Wales, we ensure that every team member is recognized for their contributions to our diverse range of community-based services. Together, we strive to make a significant impact on our patients and enhance our esteemed reputation.
As a supportive and forward-thinking employer, we encourage you to develop your career with us through various professional development pathways. Our location in one of the most picturesque rural areas in Britain allows us to prioritize a healthy work-life balance, which is essential for our employees' well-being.
To embark on your journey with us and discover more about our offerings, please visit our website, where you can find information about our benefits, values, and staff experiences.
Job Duties
- Organize and oversee Community Paediatric outpatient clinics, ensuring timely processing of new referrals.
- Schedule and dispatch appointment notifications for clinics.
- Input all clinical appointments into the relevant systems and ensure timely processing.
- Prepare necessary documentation for outpatient clinics, coordinating with Child Health and Paediatric administrators across multiple locations.
- Retrieve and enter relevant information into the designated systems.
- Perform audio typing of clinic letters and reports, ensuring timely distribution.
- Handle all incoming telephone inquiries for the Community Paediatric Team, directing them appropriately.
- Compile statistical data as required for contracts and services.
- Order administrative supplies as needed.
- Manage follow-up appointments and caseloads in accordance with organizational targets.
- Collaborate with Consultant Paediatricians to ensure timely communication of messages and inquiries.
- Scan or upload reports and correspondence to the electronic record system promptly.
- Maintain efficient office systems for easy access to information.
- Provide secretarial support for meetings, including organizing notices, taking minutes, and distributing them to team members.
- Assist with local audit processes by generating requested statistical data.
- Liaise with the Safeguarding Children’s team regarding specific medical information.
- Contribute to ongoing projects as necessary.
Candidate Profile
Essential Qualifications
- Minimum of GCSE level education, NVQ, or equivalent.
- RSA 3 or equivalent qualification.
- Proficient in computer skills, including Microsoft Office, with the ability to learn new applications.
- Strong interpersonal skills and articulate communication.
- Ability to maintain confidentiality.
- Capable of working independently and as part of a team.
- Excellent IT proficiency.
- Ability to comprehend complex information.
- Familiarity with a range of secretarial procedures.
- Knowledge of various software programs.
- Ability to meet deadlines with minimal supervision.
- Effective communication and interpersonal skills.
- Strong time management and prioritization skills.
- Commitment to ongoing professional development and training.
- Motivated, enthusiastic, and adaptable.
- Team-oriented mindset.
Desirable Qualifications
- Experience in audio typing.
- Proficiency in minute-taking.
- Familiarity with touch typing and audio typing.
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