Healthcare Administrative Coordinator

1 month ago

Gloucester, Gloucestershire, United Kingdom Gloucestershire Health and Care NHS Foundation Trust Full time

Position Overview

**1 x Fixed Term contract for up to 9 months**

We are pleased to announce an opportunity for a Healthcare Administrative Coordinator to join our dedicated team within the Perinatal Mental Health Division.

Relevant administrative experience is crucial as the role operates in a dynamic environment, necessitating a comprehensive understanding of medical terminology, proficiency in word processing, and experience in audio transcription. You will collaborate with a supportive team and engage professionally with colleagues, healthcare providers, and patients, ensuring confidentiality is upheld at all times.

The ideal candidate will possess a friendly demeanor, a proactive problem-solving attitude, and a willingness to learn while exercising initiative within the scope of the position. You should be an effective team player, capable of adjusting to various responsibilities based on service demands. Strong verbal, written, and numerical skills are essential, along with the ability to prioritize and manage your workload efficiently.

Key Responsibilities

The primary responsibilities of this role include:

- Delivering a comprehensive, confidential administrative and secretarial service to Consultants and their Specialist Registrars/Senior House Officers.

- Collaborating with the secretarial team to ensure deadlines are met and adequate coverage is maintained.

- Upholding a professional image of the organization by demonstrating exceptional customer service in all interactions.

Qualifications, Training & Experience

The qualifications and experience required for this role are detailed in the Job Description/Person Specification.

About Us

Our organization employs over 5000 staff across multiple locations, offering a wide array of services. We are committed to fostering an inclusive and diverse workplace culture that promotes a sense of belonging and trust.

The annual staff survey provides our employees with the opportunity to share their experiences working with us. Recent feedback indicates that:

  • Employees feel they are positively impacting patients and service users;
  • They would recommend our organization as a great place to work;
  • They agree that patient care is our top priority;
  • They would be comfortable with the level of care provided to friends or family.

Our results position us as a leading employer in the community, mental health, and learning disabilities sector, and we are dedicated to enhancing our workplace environment.

Job Duties

- Serve as the initial point of contact for the Consultant and Medical Team, managing inquiries from patients, caregivers, and professionals, and providing non-clinical assistance and advice.

- Respond empathetically to patients, recognizing and addressing their emotional needs.

- Organize and schedule clinics to accommodate varying capacity and demand, including community-based patient visits.

- Coordinate meetings to support multi-agency collaboration.

- Ensure all necessary documentation is prepared in advance of clinics.

- Utilize relevant systems to schedule new and follow-up appointments.

- Accurately transcribe patient-related correspondence from audio/digital dictation, including communications with General Practitioners.

- Efficiently manage the Consultant/Medical Team's schedules, including leave organization.

- Notify other Consultants of absences to ensure adequate medical coverage.

- Assist with the reimbursement process for expenses incurred by the Consultant and their team.

- Conduct research and provide statistical data as needed.

- Support the Medical Secretariat's service delivery by assisting colleagues during peak workloads or absences.

- Organize and facilitate meetings and training events, including agenda preparation and minute-taking.

- Adhere to all organizational policies, particularly regarding information governance and data protection.

- Effectively utilize the Patient Information System, ensuring accurate data management.

- Manage incoming and outgoing correspondence to facilitate effective communication.

- Support the Consultant's individual responsibilities, including roles as Clinical Lead or Research Supervisor.

- Ensure compliance with mandatory training and appraisals.

- Contribute ideas for enhancing the effectiveness and image of the Medical Secretariat.

- Actively participate in team discussions to suggest improvements within the work area.

- Promote equality and diversity, treating all individuals with respect and dignity.

Qualifications

Essential

  • City & Guilds Level 3 Diploma for Medical Secretaries or equivalent qualifications (including audio typing).
  • Strong literacy and numeracy skills.

Desirable

  • Shorthand or speed writing skills.

Experience

Essential

  • Experience in a busy team in a similar role.

Desirable

  • Experience in a Perinatal Mental Health Service.
  • Experience within the NHS.

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