Endocrinology Administrative Coordinator

3 weeks ago

Norwich, Norfolk, United Kingdom Norfolk and Norwich University Hospital Full time

Position Overview

We are seeking an Endocrinology Administrative Coordinator to become a vital member of our Endocrinology & Diabetes Division. Are you detail-oriented, dedicated, compassionate, and focused on patient care? Do you thrive in a collaborative environment while managing your own responsibilities in a dynamic setting?

Our department is renowned: the Diabetes and Endocrinology division is the largest in the East of England and ranks among the largest in the UK. Our directorate offers a comprehensive array of specialized and general clinical services.

The primary Endocrinology & Diabetes unit is located on level 3 of the East Outpatients block, with additional operations in a nearby facility. We maintain close partnerships with the Clinical Investigation Unit, Medical Outpatients, and Eye Screening services.

The successful candidate will be instrumental in delivering the highest standards of patient care and will provide exceptional administrative support to fellow medical secretaries and administrative staff within the department.

As an administrative coordinator, you will serve as a crucial liaison among clinicians, patients, families, hospital personnel, General Practitioners, and external organizations, fostering a strong working relationship between clinicians and patients as necessary.

This role will require coverage on designated weekdays and will be based at our hospital.

If you are in search of a rewarding challenge within a supportive team, we encourage you to consider this opportunity.

Main Responsibilities

The position encompasses clinic oversight, drafting clinic correspondence, and ensuring that patient pathways are accurately documented in a timely manner, utilizing our internal Diabetes patient management system and hospital PAS system. You will address patient inquiries, collaborate with waiting list coordinators and other secretaries to optimize clinic schedules, and support the broader administrative team. Diary management may also be part of your responsibilities. You will assist in organizing the office and ensuring continuity of service during staff absences. Additionally, you will coordinate and document meetings and manage the secretarial duties for at least one clinician.

We are looking for a candidate who upholds a high level of confidentiality while handling sensitive patient information. Proficiency in IT, particularly with Microsoft Office applications such as Outlook, Word, and Excel, is essential. A professional telephone demeanor is required, along with the ability to prioritize tasks and work independently. Strong diary management, time management skills, and organizational efficiency are crucial, as is the capacity to multitask effectively. Experience in transcription and previous secretarial roles is necessary, along with good minute-taking abilities. A calm disposition, excellent interpersonal skills, and a positive attitude are essential for success in this role.

About Our Organization

Join us at the Norfolk and Norwich University Hospital, part of a workforce exceeding 10,000 dedicated staff members.

As one of the largest NHS trusts in the UK, we provide exceptional acute care to approximately one million residents in Norfolk and surrounding areas. We are a teaching and research hospital, leading in innovation and equipped with state-of-the-art facilities. Our collaboration with the University of East Anglia offers teaching opportunities for our staff and placements for students. We are proud to attract top professionals from across the country, representing a diverse workforce from 94 countries worldwide.

We foster a friendly, collaborative atmosphere, working alongside local services and supporting the N&N Hospitals Charity.

We offer a comprehensive range of NHS benefits and additional perks, including:

  • Flexible working arrangements
  • Priority access to staff physiotherapy services
  • Multi-faith prayer facilities
  • Discounted gym memberships
  • Attractive pension scheme and annual leave
  • Wagestream - access to earned pay
  • Complimentary Park & Ride service
  • 24-hour confidential counseling support
  • On-site nursery facilities
  • Discounts at on-site cafes
  • Career development support
  • Flexible staffing options
  • Salary sacrifice schemes for various benefits

Job Responsibilities

  • Efficiently manage inquiries from patients, medical staff, GPs, and other health professionals, providing both routine and complex information while resolving issues as needed.
  • Handle all forms of communication, including emails and faxes, prioritizing and acting on them daily.
  • Accurately transcribe correspondence from audio or digital dictation, demonstrating knowledge of medical terminology.
  • Assist patients and their caregivers by coordinating translation services when necessary.
  • Maintain knowledge of Trust RTT policies and update records accordingly.
  • Support the administration team with data management using PAS and other departmental databases.
  • Complete referral documentation as per Trust guidelines.
  • Promptly process clinical investigations and manage waiting lists, escalating issues to senior staff as required.
  • Add patients to waiting lists based on urgency and preference.

Please refer to the attached job description for comprehensive details about the role and use your supporting statement to demonstrate how you meet the essential and desirable criteria outlined in the job specification.

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