Administrative Coordinator

3 weeks ago

Sherborne, Dorset, United Kingdom The Grove Medical Centre Full time

Position Overview

The Administrative Coordinator plays a vital role in providing comprehensive administrative assistance within the secretarial and workflow management teams. This position encompasses a variety of tasks including general administrative support, digitizing clinical documents, and ensuring proper documentation is aligned with established protocols.

Key Responsibilities:

  • Deliver high-quality audio and copy typing services for healthcare professionals, ensuring accuracy in the preparation of letters, reports, patient referrals, and meeting minutes.
  • Oversee the management of referral systems, ensuring timely processing and follow-up on outstanding referrals from external providers.
  • Assist patients with inquiries regarding their hospital referrals when direct assistance is unavailable.
  • Coordinate appointment scheduling, admissions, and related correspondence as necessary.
  • Establish and maintain organized filing and administrative systems for easy access to information.
  • Retrieve medical records and support healthcare professionals in completing medical and insurance documentation, including invoice generation as needed.
  • Digitize clinical letters and relevant correspondence into patient records.
  • Utilize document management protocols to accurately code incoming documents onto patient records, ensuring necessary actions are taken.
  • Participate in audits related to document management as required.
  • Provide coverage for team members during absences due to illness or vacation.
  • Handle incoming and outgoing communications, including phone calls and emails, to facilitate effective interactions.
  • Maintain the integrity and security of the computer clinic system.
  • Assist in compiling statistics and information as requested.
  • Manage a pending post/referral system and document all outgoing correspondence.
  • Oversee the dispatch of practice-related mail, including parcels and letters.
  • Attend and contribute to practice meetings as required, including those outside of regular working hours, with compensation for overtime.
  • Support patients in accessing their online medical records.
  • Provide additional administrative support to the management team as needed.
  • Coordinate and arrange meetings, including room bookings, and take minutes as requested.
  • Perform other duties as assigned.

Confidentiality:

  • Patients trust us with sensitive information regarding their health and personal matters, and it is our duty to respect their privacy and handle all information with care.
  • During the course of this role, access to confidential information about patients, staff, and the organization is expected, and all such information must be treated as strictly confidential.
  • Information may only be shared with authorized individuals in accordance with established confidentiality policies.

Health & Safety:

The Administrative Coordinator will contribute to promoting health, safety, and security in accordance with the organization's health and safety policies, which includes:

  • Utilizing personal security measures as per guidelines.
  • Identifying and managing risks associated with work activities.
  • Engaging in training to enhance knowledge and skills.
  • Implementing infection control procedures and maintaining a clean work environment.
  • Reporting health and safety hazards promptly.
  • Ensuring cleanliness in personal and patient areas.
  • Participating in mandatory infection control training.
  • Managing waste appropriately.
  • Reporting potential risks as they arise.
  • Demonstrating a commitment to safeguarding and promoting the welfare of all individuals.

Equality and Diversity:

The Administrative Coordinator will uphold the principles of equality, diversity, and rights for all patients, staff, and stakeholders by:

  • Recognizing and respecting the rights of individuals in line with organizational policies and legislation.
  • Valuing the privacy, dignity, and beliefs of all individuals.
  • Maintaining a welcoming and non-judgmental environment.

Personal and Professional Development:

The Administrative Coordinator is expected to engage in ongoing training and development, which includes:

  • Participating in annual performance reviews and maintaining a record of personal development.
  • Taking responsibility for personal learning and demonstrating skills to others.
  • Completing mandatory training in a timely manner.

Quality Assurance:

The Administrative Coordinator will strive for excellence within the organization by:

  • Alerting team members to quality and risk issues.
  • Assessing personal performance and accountability.
  • Contributing to team effectiveness through reflection and suggestions for improvement.
  • Collaborating with external agencies to meet patient needs.
  • Managing time and resources effectively.

Communication:

Effective communication is essential, and the Administrative Coordinator will:

  • Engage in clear communication with team members.
  • Communicate effectively with patients and their families.
  • Recognize and accommodate alternative communication needs.

Service Implementation:

The Administrative Coordinator will:

  • Adhere to organizational policies and standards.
  • Discuss the impact of policies on personal work with team members.
  • Participate in relevant audits.

Person Specification

Experience:

  • Essential: Proficient computer and clerical skills; experience interacting with the public.
  • Desirable: Previous experience in a healthcare setting; familiarity with specific healthcare systems.

Qualifications:

  • Essential: GCSEs in English and Maths or equivalent.
  • Desirable: A levels; relevant certifications in typing or medical terminology.

Training:

  • Essential: Willingness to engage in necessary training.
  • Desirable: Evidence of prior training in administrative roles.

Specialist Knowledge/Skills:

  • Essential: Understanding of confidentiality; ability to build effective relationships; strong communication skills.

Personal Attributes:

  • Essential: Excellent communication and interpersonal skills; adaptability; commitment to professional growth.

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