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Clinical Administrative Coordinator

2 months ago

Bristol, Bristol, United Kingdom North Bristol NHS Trust Full time

Position Overview

Clinical Administrative Coordinator - Band 3

We are seeking a dependable and motivated individual with outstanding organizational and administrative capabilities to deliver a proficient secretarial service to the Microbiology Division.

Key Responsibilities

The successful candidate must possess exceptional computer and communication skills, demonstrate teamwork, and exhibit the ability to work independently. Given the fast-paced nature of the department, the capacity to perform under pressure and manage fluctuating workloads is crucial for this position.

Previous experience in a secretarial or administrative capacity is required, and familiarity with medical terminology is advantageous.

A comprehensive list of responsibilities is available in the attached Job Description.

About the Role

This position is designed to support our Medical Microbiology team within the Core Clinical Service Division. You will collaborate with colleagues to provide secretarial and administrative assistance, ensuring the seamless operation of the service while adhering to deadlines and addressing daily inquiries, including managing phone and email communications.

Job Duties

  • Receive, sort, and prioritize daily correspondence.
  • Take appropriate actions based on correspondence and ensure proper prioritization.
  • Handle telephone inquiries and calls, taking necessary actions and prioritizing urgent matters.
  • Establish and maintain comprehensive, efficient, and accurate filing systems, both paper and electronic.
  • Order and manage office supplies as needed.
  • Perform photocopying, faxing, and filing tasks.
  • Manage the schedules and leave requests of Consultants, including Outlook calendars.
  • Coordinate logistics for external meetings.
  • Document and prepare minutes for regular and ad hoc meetings.
  • Maintain CPD and appraisal records.
  • Arrange appointments and meetings as necessary.
  • Produce letters, reports, notices, plans, projects, policies, and scientific papers through word processing.
  • Prepare minutes of meetings when required.
  • Collect data for projects and compile it in Excel and graphical formats.
  • Manage patient databases or registries as needed.
  • Create PowerPoint presentations from drafted slides.
  • Prepare internal reports in accordance with Trust policy.
  • Assist in organizing conferences and study days.
  • Type and format research papers and reports for publication according to journal specifications.
  • Acquire necessary documents from medical libraries or online resources.
  • Uphold the highest standards of accuracy and confidentiality, adhering to the Data Protection Act.
  • Comply with Trust regulations regarding Health and Safety.
  • Perform additional administrative duties as directed by the Laboratory Manager or Consultant Microbiologists.
  • Participate in Trust appraisal procedures.

Candidate Profile

Education/Training/Qualifications

Essential

  • Educated to GCSE level or equivalent.

Desirable

  • GCSE Mathematics & English (C or above).
  • NVQ Level 3 in administration or equivalent experience.
  • Audio typing skills to RSA stage 3 standard.

Work Experience

Essential

  • Experience in an administrative or clerical role.

Desirable

  • Experience in a healthcare environment as a medical secretary.

Knowledge/Skills/Abilities

Essential

  • Excellent organizational and prioritization skills.
  • Proficient in IT with a solid understanding of Microsoft software.

Desirable

  • Familiarity with medical terminology.

Personal Qualities/Special Circumstances

Essential

  • Strong communicator with effective interpersonal skills.
  • Team-oriented with the ability to work autonomously and meet tight deadlines.
  • Capable of working under pressure and managing sensitive situations.