Office Coordinator

4 weeks ago

Wigan, Wigan, United Kingdom Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust Full time

Position Overview

The Emergency Care Division is seeking to appoint an Office Coordinator to support the administrative functions within the department.

This role is situated in a dynamic and fast-paced environment that operates around the clock. The successful candidate will be required to manage their workload effectively, demonstrating flexibility to accommodate varying shifts, including evenings, weekends, and public holidays.

Previous experience in a healthcare setting is preferred but not mandatory.

Key Responsibilities

The primary responsibilities of this position include:

  • Accurately inputting and maintaining patient data within the hospital information systems for both new and returning patients.
  • Collaborating with external agencies, such as ambulance services, to gather necessary patient information while ensuring confidentiality.
  • Utilizing discretion and judgment to escalate patient concerns to the Triage Nurse when necessary.
  • Addressing inquiries from patients, staff, and external organizations both in person and over the phone, while refraining from providing medical advice.
  • Managing the scanning of patient documents and conducting daily audits of scanned materials.
  • Scheduling appointments for specialist consultations and ensuring all relevant data is recorded accurately.
  • Coordinating the transfer of patient documents to various departments for follow-up appointments.
  • Organizing and tracking patient case notes, ensuring their safe return to the designated storage area.
  • Printing and dispatching GP discharge letters in compliance with established guidelines.
  • Recording patient deaths in the hospital information systems and forwarding necessary documentation to appropriate departments.
  • Handling telephone inquiries during off-hours to determine patient admissions.
  • Effectively planning and prioritizing personal workload while assisting team members to meet departmental objectives.
  • Supporting and assessing changes in operational practices while actively seeking improvements.
  • Maintaining an organized filing system for Emergency Care Centre documentation using digital processing software.
  • Ensuring adequate staffing in the reception area by coordinating shift cover during emergencies.
  • Regularly communicating with team members to ensure priorities are addressed and targets are met.
  • Providing updates to management regarding outstanding issues and potential concerns.
  • Utilizing various systems to process requests and relay information to relevant stakeholders.
  • Employing initiative when interacting with the public to manage expectations and resolve issues.
  • Collaborating effectively as part of the multi-disciplinary team within the Emergency Care Centre.

Qualifications and Experience

Essential

  • Minimum of GCSE qualifications or equivalent experience.
  • Experience in a high-pressure, customer-focused environment with frequent interruptions.
  • Recent administrative experience in an office setting.
  • Proficiency in using IT systems in a professional context.

Desirable

  • Experience in healthcare administration.
  • NVQ Level 2 in clerical work or equivalent.
  • ECDL or similar IT qualification.

Skills and Knowledge

Essential

  • Strong keyboard skills with a focus on accuracy.
  • Excellent telephone communication skills.
  • Ability to work collaboratively within a team and independently.
  • Outstanding communication skills across all levels of staff.
  • Strong organizational abilities.
  • Capacity to meet deadlines and manage multiple tasks effectively.
  • Quick learner with adaptability to changing circumstances.

Desirable

  • Experience in delivering high-quality customer service through various communication channels.

Additional Requirements

Essential

  • Flexibility to work a 24-hour rotational shift pattern.
  • Availability to cover for colleagues during absences.
  • Professional demeanor and approach.
  • Proficient in English communication, demonstrating clarity and accuracy.

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