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Administrative Coordinator for Patient Flow and Admissions
2 months ago
Position Overview
The role involves delivering a comprehensive administrative support service to the Associate Director of Flow and Operational Transformation, as well as the Clinical Flow Lead for Purposeful Admissions. The successful candidate will also provide assistance to the Integrated Flow Leadership Team.
Key Responsibilities
The Integrated Flow Team is dedicated to enhancing patient flow and ensuring effective discharge processes. The incumbent will be responsible for:
- Providing a full and confidential administrative and secretarial service to the Purposeful Admissions and Flow Leadership Team.
- Exercising exceptional organizational skills, particularly in managing diaries and time effectively.
- Coordinating meetings and liaising with a diverse range of internal and external stakeholders.
- Serving as the primary point of contact for inquiries, addressing them directly or directing them to the appropriate department.
- Attending meetings, taking minutes, and preparing reports in the required format, including confidential HR meetings.
- Managing communications across various directorates, ensuring prioritization of matters as necessary.
About Essex Partnership University NHS Foundation Trust
We are seeking dedicated individuals who align with our Trust values of Care, Learn, and Empower. In return, we offer a variety of benefits and development opportunities, including:
- Season Ticket Loans
- NHS staff discounts
- Access to excellent training facilities
- Annual leave purchasing and selling scheme
- Opportunities for bank shifts to broaden experience
- Salary sacrifice schemes for lease cars and Cycle to Work
- Flexible working arrangements from day one
The Trust actively promotes flexible working for all employees. You are encouraged to discuss potential flexible working options with the recruiting manager.
Job Duties
The responsibilities of this position include:
- Maintaining an efficient electronic and manual filing and retrieval system.
- Taking the lead in organizing workshops and events, which includes communication with participants, venue booking, catering arrangements, and note-taking.
- Preparing and coordinating meeting papers, presentations, and agendas, and ensuring minutes are accurately transcribed with follow-up actions noted.
- Assisting with budget management by coding and verifying expenditures in line with financial guidelines.
- Supporting the local induction process for new staff members within the Directorate.
- Assisting in the recruitment, onboarding, and supervision of administrative staff as needed.
- Providing coverage within the secretarial and administrative team as required.
This job description is not exhaustive and may evolve over time to meet organizational needs, with changes made in consultation with the post holder.
Qualifications and Skills
Essential:
- Good general education with GCSEs in Maths and English or equivalent.
- NVQ Level 3 in Business Administration or equivalent experience.
Knowledge:
Essential:
- Experience in creating and managing records and filing systems.
Skills and Experience:
Essential:
- Experience working in a team-oriented environment.
- Prior experience in an administrative or secretarial role.
Desirable:
- Experience in a mental health setting.
- Previous work experience within the NHS.
