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Clinical Administrative Coordinator
3 months ago
Position Overview
The role involves delivering a thorough administrative support service to a consultant and/or a team of healthcare professionals in a prompt and effective manner.
This position is part of a skilled and professional team operating within the administrative services.
Key Responsibilities
The successful candidate will be responsible for providing comprehensive administrative assistance to one or more consultants and junior medical personnel, facilitating the organization of the consultant's responsibilities.
About Us
We are seeking a dedicated and proactive Clinical Administrative Coordinator to join our Cardiology service line. The ideal candidate will collaborate with the secretarial team, offering administrative support to the department, with a strong emphasis on typing proficiency.
Main Duties
- Deliver a complete administrative and secretarial service to the consultant(s) and their medical team (as applicable).
- Respond appropriately to inquiries from patients' families, general practitioners, and other organizations, utilizing initiative within the guidelines set by the consultant(s) or directorate manager.
- Ensure accurate communication of messages for the consultant(s) team in a timely manner.
- Effectively prioritize personal workload.
- Manage Outpatient and Diagnostic Patient Target Lists (PTLs).
- Maintain an organized and up-to-date schedule for the clinical team, coordinating with both internal and external contacts as necessary.
- Sort and manage all correspondence, maintaining a systematic record and filing system for efficient information retrieval.
- Provide administrative assistance to consultant(s) regarding Royal Colleges, educational activities, research, NHS medical reports, charitable initiatives, and publications, including organizing meetings, agendas, and minutes.
- Support the enhancement and presentation of data collection using relevant software to achieve effective outcomes.
- Ensure effective communication with all members of a multidisciplinary team.
- Perform routine office tasks such as note tracing, photocopying, faxing, filing of correspondence and results, and maintaining records as required.
- Exhibit versatility and adaptability to meet the demands of the team, working independently and taking initiative as necessary.
- Notify relevant personnel to ensure that consultant(s) and team leave is considered in the planning of inpatient and/or outpatient care and inform absences to appropriate parties.
- Assist with the consultant's clinical audit responsibilities.
- Maintain a comprehensive understanding of iPMS relevant to the role.
- Retrieve patient test results using PATH/WebPACS/CRIS system at the request of the consultant(s)/team.
- Ensure accurate tracing of all hospital case notes into and out of the department on iPMS.
- Obtain hospital case notes from both within and outside the Trust as required by the consultant(s) and/or team.
- Arrange for the forwarding of copies of scans/X-rays/angiograms to other Trusts and hospitals.
- Possess a working knowledge of inpatient and outpatient waiting lists in accordance with the Waiting List Management Policy and manage patient pathways as needed.
- Provide coverage for service line medical secretary colleagues during periods of absence or increased workload as directed by the line manager.
- Perform any additional clerical duties as assigned by the line manager.
Qualifications and Experience
Essential
- Previous demonstrable experience in a similar role.
- Proficient in the use of word processing, database, and spreadsheet applications.
Desirable
- Experience working within a large clinical environment.
- Previous experience in a support or medical secretary role.
Required Qualifications
Essential
- NVQ Level 3 in a relevant subject.
- OCR II standard or equivalent.
Desirable
- Typing to OCR III (or above) standard or equivalent.
Skills and Abilities
Essential
- Ability to accurately touch type.
- Excellent communication and interpersonal skills.
Desirable
- Understanding of the Trust's waiting list policy within the workplace.
