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Colorectal Surgery Administrative Coordinator
2 months ago
Position Overview
We are pleased to announce a full-time permanent opportunity for a Band 4 Administrative Coordinator within the Colorectal Surgery Division. This role is essential in ensuring the smooth operation of administrative functions within our healthcare team.
The successful candidate will collaborate with a diverse group of administrative professionals, as well as medical, surgical, and nursing personnel, to deliver outstanding administrative support to our patients and their families.
This position requires exceptional written and verbal communication abilities, proficiency in Microsoft Office applications, effective diary management, and strong organizational skills. The ideal candidate will be a proactive team member who can also work independently to achieve set objectives and deadlines.
Key Responsibilities
The selected individual will be instrumental in providing a high-quality administrative service, offering comprehensive support to a team of consultants, specialty registrars, and nursing staff within the Colorectal specialty. Key responsibilities include:
- Managing clinic schedules and patient attendance in collaboration with consultants and relevant departments.
- Acting as a primary contact for consultants regarding patient inquiries.
- Accurately transcribing clinical correspondence using audio transcription software, ensuring high-quality output within specified timeframes.
- Utilizing judgment and initiative to prioritize tasks based on urgency and importance.
- Establishing and maintaining patient administration systems and databases.
- Handling incoming correspondence and managing results and reports.
- Organizing and attending meetings, including minute-taking.
- Ensuring the accuracy of patient data related to referral to treatment (RTT).
- Serving as a communication link to the management team regarding consultant leave and service-related matters.
- Managing diaries for clinical teams.
- Conducting confidential telephone communications related to patient care.
- Typing non-clinical correspondence as required.
- Coordinating with waiting list managers to ensure timely patient treatment.
- Supporting and mentoring new team members.
- Collaborating with the line manager on personal development initiatives.
- Performing HR-related tasks, including appraisals and recruitment, as necessary.
- Undertaking any additional duties as reasonably required.
Qualifications and Experience
Essential
- Minimum of 5 GCSEs at grade C or above, including English Language.
- Proficiency in Microsoft Office applications.
- Relevant secretarial experience in a similar role.
Desirable
- NVQ Level 3 in Administration or equivalent qualifications.
- Familiarity with hospital systems and knowledge of 18-week and cancer targets.
Communication and Interpersonal Skills
Essential
- Ability to produce letters, forms, reports, and tables using computerized technology.
- Maintain confidentiality and demonstrate sensitivity and empathy in communications with patients and colleagues.
Analytical and Decision-Making Skills
Essential
- Capable of making informed decisions to resolve problems and inquiries.
- Demonstrates initiative and aligns work with organizational goals.
Organizational Skills
Essential
- Proven ability to organize personal work schedules effectively.
- Efficient time management skills.
- Ability to work within set deadlines and delegate tasks when necessary.
- Strong prioritization skills to manage workload effectively.
Join our dedicated team at Nottingham University Hospitals NHS Trust, where we value diversity and welcome innovative ideas to enhance our service delivery. We are committed to providing exceptional healthcare to our community and offer numerous opportunities for personal and professional growth.
