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Healthcare Administrative Coordinator

3 months ago

East Grinstead, West Sussex, United Kingdom Queen Victoria Hospital NHS Foundation Trust Full time

Position Overview

We are looking for a dedicated and motivated individual to deliver comprehensive administrative, organizational, and secretarial assistance within our Maxillofacial Department, supporting specialists in Head and Neck Oncology.

The ideal candidate will possess a background in medical administration, showcasing proficient computer skills, including swift and precise audio transcription. Essential skills include exceptional verbal and written communication abilities, a meticulous attention to detail, effective time management, and the capacity to prioritize tasks under pressure while contributing positively to a collaborative and dynamic team environment, ensuring optimal patient care is delivered promptly while meeting established targets.

Key Responsibilities

- Provide extensive administrative and secretarial support to the Maxillofacial Department.

- Collaborate flexibly and sensitively with various disciplines both on-site and off-site.

- Handle confidential and sensitive information, ensuring secure communication with patients, relatives, staff, and external entities.

- Oversee and manage patient pathways to guarantee compliance with Oncology and RTT targets, addressing any concerns as they arise.

- Communicate with empathy and professionalism with patients facing serious health challenges.

About Our Organization

Recognized for outstanding care, we are a specialist NHS hospital dedicated to transformative reconstructive surgery, burns treatment, and rehabilitation services across a wide region.

As a center of excellence, we are renowned for our innovative techniques and treatments, driven by our commitment to delivering the highest quality of care and achieving the best clinical outcomes.

Our achievements are a testament to the skills and dedication of our staff, fostering a strong culture of collaboration. We prioritize the training and development of our workforce, supporting ongoing education and professional growth.

Job Duties

- Liaise with nursing and diagnostic imaging services to ensure seamless operations.

- Maintain collaborative relationships with service coordinators and other administrative and clinical personnel.

- Ensure effective manual and electronic systems are in place for accurate and timely information delivery.

- Manage correspondence using IT tools, exercising initiative and discretion in prioritization.

- Handle all incoming calls with promptness and courtesy, adopting an empathetic approach.

- Address individual needs sensitively within available resources.

- Transcribe clinic letters from digital dictation in accordance with Trust guidelines.

- Ensure timely dispatch of clinic letters to general practitioners following clinic dates.

- Prioritize urgent results and follow up as necessary.

- Coordinate and monitor follow-up tests for patients to ensure timely results.

- Maintain an audit trail in patient records.

- Organize matters arising from clinical appointments and facilitate further referrals or investigations as directed.

- Respond to inquiries from the Patient Access team regarding Oncology and RTT18 queries.

- Plan consultant operating lists efficiently.

- Schedule patient appointments as required.

- Manage patient expectations during appointment bookings and provide updates as necessary.

- Monitor clinic utilization to ensure maximum efficiency.

- Ensure all patients are offered appointments within the designated timeframe.

- Schedule necessary diagnostics in an efficient manner to enhance patient service.

- Regularly review outstanding patients to ensure timely consultations.

- Assist the Service Coordinator in gathering monitoring data as needed.

- Prepare and maintain patient case notes for outpatient consultations, collaborating with medical records as necessary.

- Ensure patient case notes are stored and archived according to Trust guidelines.

- Develop a solid understanding of medical terminology, tests, symptoms, and procedures.

- Arrange transportation of notes, referrals, and equipment for off-site clinics.

- Actively participate in departmental meetings as required.

- Assist in maintaining inventory control for departmental supplies.

- Attend mandatory training courses and pursue professional development opportunities.

- Support the supervision of temporary or new secretaries during absences.

- Adhere to Trust guidelines on confidentiality.

- Uphold a professional image of the organization and the service at all times.

Qualifications and Experience

Essential

  • Secondary education to GCSE level, including English and Maths.
  • NVQ level 3 in administration or equivalent experience.

Experience

Essential

  • Significant experience in secretarial or administrative roles, preferably within a medical environment.
  • Experience working within a multi-disciplinary team.
  • Understanding of confidentiality and General Data Protection Regulations (GDPR).

Desirable

  • Familiarity with medical terminology.
  • Knowledge of NHS performance targets.

Skills

Essential

  • Accurate audio typing with a minimum typing speed of 60 words per minute.
  • Proficient in the use of computers and software applications, including databases and spreadsheets.

Attributes

Essential

  • Strong command of English, both written and verbal, with excellent grammar and spelling skills.
  • High attention to detail with strong organizational and prioritization abilities.
  • Ability to perform effectively under pressure.