Healthcare Administrative Coordinator

3 weeks ago

Herne Bay, Kent, United Kingdom The Heron Medical Practice Full time

Position Overview

We are looking for a dedicated and enthusiastic individual to join our team on a full-time basis, working Monday to Friday from 08:30 to 16:30, with a 30-minute unpaid lunch break.

The ideal candidate will deliver comprehensive administrative support to the Practice Manager, Physicians, and Healthcare Professionals, requiring proficiency in word processing and audio transcription, along with general clerical tasks.

Key Responsibilities

The following are the primary responsibilities associated with the Healthcare Administrative Coordinator role:

1. Perform audio transcription tasks.

2. Handle incoming phone inquiries and respond to requests appropriately.

3. Manage external communications effectively.

4. Process referrals utilizing the electronic referral system.

5. Address requests for information efficiently.

About Our Practice

The Heron Medical Practice is a well-established general medical facility with a diverse patient base, dedicated to delivering exceptional service and maintaining professionalism. Our team is committed to collaboration and teamwork, operating across multiple sites and offering various additional services.

We pride ourselves on our team of allied health professionals, including pharmacists, paramedics, nurses, and healthcare assistants, all working together to ensure high-quality patient care.

Core Duties

The following are essential duties that the Healthcare Administrative Coordinator will undertake:

a. Adhere to GDPR guidelines and practice policies.

b. Draft letters, reports, and related documentation as needed.

c. Collaborate with external organizations, ensuring efficient processing of referrals.

d. Manage inquiries effectively.

e. Maintain an accurate database of referrals.

f. Input data into patient healthcare records as required.

g. Utilize the electronic referral system for processing referrals.

h. Handle requests for information, including SAR, insurance letters, and DVLA forms.

i. Read code data on EMISWEB.

j. Answer incoming calls, transferring or addressing requests as necessary.

k. Manage administrative queries as needed.

l. Conduct system searches as requested.

m. Maintain a clean and organized workspace at all times.

n. Attend training sessions as required, ensuring all mandatory training is up to date.

o. Assist clinical staff with general administrative tasks as requested.

p. Provide coverage for team members during absences.

Candidate Profile

Experience

Essential

  • Experience in customer service or public-facing roles.
  • Background in administrative tasks.

Desirable

  • Previous experience in a healthcare environment as a medical secretary.

Qualifications

Essential

  • Minimum of GCSE level education or equivalent.

Desirable

  • GCSEs in Mathematics and English (C grade or above).

Skills

Essential

  • Strong communication skills, both written and verbal.
  • Proficient IT skills, including audio typing.
  • Professional telephone etiquette.
  • Competence in Microsoft Office and Outlook.
  • Effective time management and organizational skills.
  • Ability to work collaboratively and independently.
  • Strong interpersonal skills.
  • Problem-solving and analytical abilities.
  • Capability to adhere to policies and procedures.

Desirable

  • Familiarity with EMIS, Systmone, or Vision software.

Other Requirements

Essential

  • Willingness to work outside standard office hours if necessary.
  • Successful completion of a Disclosure Barring Service (DBS) check.

Personal Attributes

Essential

  • Polite and confident demeanor.
  • Flexible and cooperative attitude.
  • Self-motivated and proactive.
  • Forward-thinking approach.
  • High levels of integrity and loyalty.
  • Empathetic and sensitive in challenging situations.
  • Ability to perform well under pressure.

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