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Administrative Coordinator for Specialty Services
2 months ago
Job Overview
We are pleased to announce a fantastic opportunity for a Band 4 Administrative Coordinator within the Specialty Services for Respiratory Medicine.
The successful candidate will oversee line management responsibilities within the administrative framework and collaborate closely with a dedicated team of administrative professionals, as well as Clinical and Nursing staff, to ensure exceptional service delivery for our patients and their families.
This role requires a combination of strong written and verbal communication abilities, proficient knowledge of Microsoft Office, and outstanding planning and organizational skills. You will be a collaborative team member, capable of working independently to achieve set objectives and deadlines.
This position offers flexible working arrangements, including the possibility of hybrid work, allowing for duties to be performed both on-site and remotely.
The successful candidate will have the chance to engage in HR-related responsibilities, support and mentor new staff, while also focusing on their own professional growth.
Key Responsibilities
The selected candidate will be instrumental in providing a high-quality administrative service, delivering comprehensive support to a team of Consultants, Specialty Registrars, and Nursing colleagues within the Respiratory Department. You will work in tandem with fellow administrative staff to ensure an outstanding service for our patients and their families.
Key responsibilities include:
- Managing clinic schedules and patient attendance for your specialty, in close coordination with Consultants and other relevant departments.
- Acting as a primary contact for Consultants regarding patient inquiries.
- Accurately transcribing clinical correspondence using Winscribe, ensuring high-quality output within specified deadlines.
- 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/reports.
- Organizing and attending meetings, including minute-taking.
- Ensuring the accuracy of RTT patient data.
- Serving as a communication link to the directorate management team regarding consultant leave and service matters.
- Conducting confidential telephone communications related to patient care.
- Typing non-clinical correspondence as required.
- Supporting and mentoring new team members.
- Collaborating with your line manager on personal development initiatives.
- Undertaking HR-related tasks, including appraisals and recruitment when necessary.
- Performing any other reasonable duties as required.
Candidate Profile
Essential Qualifications
- A good standard of secondary education, including English and Maths at GCSE grade C or above.
- NVQ Level 3 in Administration or equivalent experience.
- RSA Level 3 in word processing or proven typing experience, preferably from dictation systems.
Experience Requirements
- Significant experience in office administration with customer interaction, including managing spreadsheets, creating letters, reports, and resolving telephone inquiries.
Communication Skills
- Ability to convey information clearly and accurately, both verbally and in writing.
- Understanding of confidentiality and the ability to communicate with sensitivity and empathy.
- Proven ability to work effectively within a team and maintain constructive working relationships.
Analytical Skills
- Ability to use judgment to make decisions and solve problems with competing demands.
- Evidence of proactively organizing workload and assisting team members as needed.
