Neurosurgery Administrative Coordinator

3 weeks ago

Birmingham, Birmingham, United Kingdom University Hospitals Birmingham NHS Foundation Trust Full time

Position Overview

The successful candidate will deliver a thorough and effective administrative support service to the Consultant(s) and their medical team. By assisting with the administrative responsibilities, the Medical Secretary - Supervisor will empower the Consultant(s) to maximize their clinical engagement. It is crucial that the candidate demonstrates initiative and sound judgment, utilizing their acquired skills and knowledge while upholding confidentiality at all times.

The individual will serve as a compassionate and understanding point of contact for patients, relatives, and caregivers. They will also oversee the daily training and supervision of other medical secretaries and clerical support personnel.

Key Responsibilities

  • Exhibit excellent telephone communication skills, accurately documenting messages and inquiries, and directing them as necessary.
  • Act as a liaison for patients, relatives, caregivers, GPs, and other healthcare professionals, ensuring effective communication even in emotionally charged situations.
  • Participate in administrative team and departmental meetings regularly, contributing to the development of effective teamwork through the exchange of ideas and effective communication.
  • Make informed decisions and take appropriate actions regarding inquiries.
  • Identify situations that require escalation to the Line Manager and respond promptly and appropriately.
  • Sort, distribute, and prioritize incoming correspondence, using judgment to determine which documents require urgent attention from the Consultant(s) and their team.
  • Manage and track the results of patient investigations, prioritizing actions based on clinical urgency with guidance from the medical team.
  • Organize daily work tasks, demonstrating the ability to prioritize effectively to meet established deadlines.
  • Coordinate meetings as necessary.
  • Adhere to and stay informed about national and trust regulations, guidelines, policies, procedures, protocols, and codes of conduct, ensuring compliance across the team.

About University Hospitals Birmingham NHS Foundation Trust

We are recognized as one of the premier NHS Foundation Trusts in the UK. Our vision is to promote healthier lives, and we understand that exceptional staff are essential to achieving this goal.

Our commitment to our employees is to create an optimal working environment, which includes:

  • Investing in the health and well-being of our staff, with a focus on providing flexible working arrangements where feasible.
  • Offering a diverse range of training and development opportunities to support personal and professional growth.

UHB is dedicated to ensuring that all staff are treated equitably and feel a sense of belonging, fostering a kind and inclusive workplace. This commitment to equity of opportunity involves removing barriers, including discrimination, and empowering each individual to reach their full potential and thrive in their roles. We are actively taking steps to promote an inclusive culture at all levels of the organization, where every voice is valued, supported by our diverse staff networks and overseen by our Fairness Taskforce.

Qualifications and Experience

Essential:

  • Good General Education (e.g., GCSE English and Maths A-C) or equivalent.
  • Business Administration NVQ level 3 or equivalent experience in a clerical setting.
  • AMSPAR Certificate or equivalent knowledge of medical terminology.
  • Working knowledge of medical terminology.

Experience:

Essential:

  • Prior experience as a Medical Secretary.
  • Experience in public-facing roles or customer service.
  • Proficiency in Microsoft Office applications (Word, Excel, Outlook).
  • Experience utilizing IT systems.
  • Experience in a healthcare environment.
  • Strong organizational skills.
  • Ability to use initiative and manage unpredictable situations.
  • Ability to work under pressure and handle multiple tasks.
  • Ability to meet deadlines.

Desirable:

  • Experience in a fast-paced environment.

Additional Criteria:

Essential:

  • Ability to work effectively and flexibly as part of a team to meet service needs.
  • Confidence in engaging with individuals at all levels.
  • Demonstrated understanding of equality and diversity principles.
  • Mature, open, and adaptable approach to work.
  • Exhibits care and compassion.
  • Strong interpersonal and communication skills.
  • Good organizational abilities.
  • Team-oriented.
  • Conscientious and reliable.
  • Demonstrates motivation and commitment.
  • Willingness to travel to multiple sites as required.

Desirable:

  • Ability to manage stress and work effectively under pressure.

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