Healthcare Administrative Coordinator

3 weeks ago

Northampton, Northamptonshire, United Kingdom Northampton General Hospital Full time

Job Overview

The role involves delivering a high-quality, confidential administrative and secretarial support service to the Consultant and clinical team on a daily basis.

You will operate autonomously in a dynamic administrative environment, managing multiple tasks with shifting priorities.

Effective communication with patients, internal and external stakeholders, and various levels of seniority is essential.

This position requires overseeing a patient caseload for your clinical team, in addition to managing, scheduling, and coordinating elective theatre lists.

Key Responsibilities

The successful candidate will be responsible for providing a comprehensive, efficient, and confidential secretarial service to a team of consultants, clinicians, and nursing staff.

Key duties include maintaining constant communication with consultants, medical personnel, patients, other administrative teams, General Practitioners, external organizations, ward staff, and theatre personnel.

A significant level of initiative is expected in organizing your workload and making decisions within clearly defined limits.

You will handle telephone calls and other inquiries from key contacts, resolving problems, queries, or complaints, scheduling appointments, and arranging meetings as necessary.

About Northampton General Hospital

Northampton General Hospital is a major employer in the region, committed to enhancing efficiency and modernizing services. We have formed a collaborative model with Kettering General Hospital NHS Foundation Trust, creating University Hospitals of Northamptonshire.

Our Core Values include:

  • Compassion
  • Accountability
  • Respect
  • Integrity
  • Courage

We aim to recruit top talent to deliver our services and promote inclusivity across all communities.

The Hospital Group actively encourages applications from individuals representing all protected groups, particularly those from BAME, Disabled, and LGBTQ+ backgrounds, as these groups are currently underrepresented in our workforce.

We prioritize creating an inclusive and collaborative work environment and have established active Networks to support colleagues from diverse backgrounds.

Job Duties

Responsibilities include coordinating the daily management of the patient elective pathway in line with the Patient Access Policy.

You will manage incoming calls, addressing inquiries and resolving issues to prevent ongoing complaints within the service. This includes scheduling appointments and arranging visits as required.

As a healthcare administrative coordinator, you will maintain consultant schedules, assist in organizing workloads, and communicate with relevant parties regarding planning and rescheduling.

You will provide accurate typing services from audio dictation, producing letters, results, discharge summaries, reports, and general correspondence within established targets.

Responsibilities also include sorting incoming mail for consultants, handling non-clinical matters, and performing general administrative tasks.

You will select cases for theatre lists according to guidelines, ensuring compliance with national and local targets.

You will inform patients of necessary preparations based on theatre scheduling and address inquiries regarding cancellations, rescheduling, and admissions.

You will manage waiting list entries, amend pathways as needed, and liaise with clinicians to ensure optimal scheduling of patients.

Additionally, you will produce operating lists for individual sessions, including any special instructions, and ensure timely distribution to designated areas.

You will inform theatre staff of required specialist equipment and ensure appropriate representation during surgeries.

Responsibilities include accurately inputting and monitoring patient-related information in the Patient Administration System.

You will maintain records of patient cancellations on the day of surgery to ensure timely re-dating within national targets.

Collaboration with the Medical Secretarial team and Health Records clerks is essential to foster an efficient support system for the Directorate.

You will oversee the timely processing of all incoming and outgoing correspondence.

As a mentor for newly recruited staff, you will introduce them to departmental practices and procedures.

Your role will be dynamic, providing assistance and coverage for team members during absences.

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