Healthcare Administrative Coordinator

4 weeks ago

Birmingham, Birmingham, United Kingdom The Royal Orthopaedic Hospital NHS Foundation Trust Full time

Job Overview

We are seeking a dedicated individual to oversee the administrative responsibilities of our esteemed consultants, clinicians, and nursing staff within the Musculoskeletal and Pain Management Team. This role is pivotal in delivering exceptional administrative support while supervising junior team members.

Important Note:

This position may be filled prior to the official closing date if a sufficient number of applications are received. To ensure your application is reviewed, we encourage you to submit it promptly.

Key Responsibilities

The successful candidate will work collaboratively across two high-demand specialties, taking a proactive role in providing administrative assistance to consultants and clinical personnel. Key responsibilities include:

  • Maximizing outpatient clinic capacity utilization and ensuring patients are treated within the established 18-week RTT pathway.
  • Timely production of clinical correspondence and management of clinicians' schedules, outpatient clinics, and day case commitments.
  • Assisting with the preparation of all correspondence related to both outpatient and inpatient services, as well as departmental communications.
  • Regularly coordinating with departmental managers to meet key performance indicators.
  • Managing the scheduling of meetings, taking minutes when necessary, and arranging clinic adjustments as needed for clinician leave.
  • Facilitating patient appointments and inquiries, addressing complex issues as they arise.
  • Collaborating with various departments regarding day case admissions, waiting lists, and cancellations while adhering to hospital policies.
  • Providing coverage for secretarial teams during periods of absence.
  • Assisting in the implementation of new procedures, policies, or technologies as directed by management.
  • Maintaining organized filing systems to ensure accurate documentation and archiving.
  • Ensuring timely communication of critical investigation results and managing patient records effectively.
  • Opening and distributing mail, prioritizing urgent correspondence, and responding promptly to emails.
  • Participating in staff appraisals and personal development reviews to achieve set objectives.
  • Engaging in relevant training and development opportunities.

This list of responsibilities is not exhaustive and will be reviewed regularly as part of ongoing performance management.

Candidate Profile

Qualifications and Training

Essential:

  • Demonstrated strong educational background equivalent to GCSE Grade C or above.
  • Qualifications in AMSPAR and Medical Terminology or OCR/RSA Level III.
  • Relevant experience in a comprehensive range of medical secretarial tasks and software.

Experience:

Essential:

  • Proficient in exchanging complex information using negotiation and persuasive skills.
  • Experience handling sensitive and confidential information with patients.
  • Background in implementing policies or changes in practice.
  • Proven ability to manage non-routine inquiries from patients and relatives effectively.
  • Experience in addressing informal complaints.

Skills and Knowledge:

Essential:

  • Advanced word processing and keyboard skills.
  • Familiarity with medical terminology.
  • Proficient in audiotyping complex medical documents.
  • Understanding of RTT 18-week guidelines.

Personal Attributes:

Essential:

  • Ability to work independently with minimal supervision.
  • Capacity to adapt to an unpredictable environment with shifting priorities.
  • Strong focus and attention to detail in completing tasks.
  • Skills in planning and organizing activities for junior staff members.
  • Analytical abilities, particularly in relation to audit work.

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