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Maxillofacial Administrative Coordinator

3 months ago

East Grinstead, West Sussex, United Kingdom Queen Victoria Hospital NHS Foundation Trust Full time

Position Overview

We are looking for dedicated and motivated individuals to deliver comprehensive administrative, organizational, and clerical support within our Maxillofacial Department, assisting our corneal medical secretaries.

The ideal candidates will possess a background in medical administration, showcasing proficient computer skills, including swift and precise audio transcription. Essential skills include exceptional verbal and written communication abilities, facilitating effective interaction at all levels, a meticulous attention to detail, strong time management capabilities, and the aptitude to prioritize tasks under pressure while contributing positively to a collaborative and dynamic team environment, ensuring optimal patient care is delivered promptly while meeting established targets.

Key Responsibilities

• Provide comprehensive administrative support to the Maxillofacial Department.

• Collaborate flexibly and sensitively with various disciplines both on and off-site.

• Handle confidential and sensitive information, whether written, verbal, or aural, ensuring appropriate exchanges with patients, relatives, staff, or external entities.

• Oversee and manage patient pathways to guarantee all relevant targets are achieved, addressing any concerns as they arise.

• Communicate with empathy and sensitivity to patients facing serious health challenges.

About Our Organization

We are a specialist NHS hospital recognized for delivering transformative reconstructive surgery, burns treatment, and rehabilitation services across a wide region. Our institution is esteemed for its pioneering techniques and treatments, driven by a commitment to providing the highest quality of care and achieving the best clinical outcomes.

At our hospital, we take pride in our accomplishments, consistently achieving excellent clinical results and high patient satisfaction ratings. Our workforce's skills and enthusiasm, combined with a strong culture of collaboration, underpin our success. We are dedicated to the ongoing training and development of our staff, supporting continuous education and professional growth.

Job Duties

• Foster close working relationships with the Service Coordinator and other administrative and clinical personnel.

• Maintain effective manual and digital systems to ensure timely and accurate information delivery to clients and professionals.

• Manage correspondence utilizing IT, email, and intranet, exercising initiative and discretion in prioritization.

• Respond to all telephone inquiries promptly and courteously, adopting an empathetic approach.

• Address individual needs with sensitivity within available resources.

• Transcribe clinic letters from digital dictation in accordance with organizational guidelines.

• Ensure timely dispatch of clinic letters to General Practitioners following clinic appointments.

• Maintain an audit trail within patient records.

• Address requests from the Patient Access team regarding relevant queries and input clinical outcomes for clinics.

• Schedule patient appointments as required within the service.

• Manage patient expectations during appointment scheduling and provide updates as necessary.

• Monitor patient pathways to ensure all individuals are offered appointments within the designated timeframe.

• Assist the Service Coordinator in gathering monitoring data as needed.

• Ensure patient records are stored, tracked, and archived in compliance with organizational guidelines.

• Develop and maintain a solid understanding of medical terminology, tests, symptoms, and procedures.

• Actively participate in departmental meetings as required.

• Attend mandatory training sessions and pursue opportunities for professional development within the service.

• Adhere to confidentiality guidelines as established by the organization.

• Uphold a professional image of the organization and the service at all times.

Qualifications

Essential

  • Completion of secondary education to GCSE level, including English and Mathematics.
  • NVQ Level 3 in administration or equivalent experience, or RSA Level III, or demonstrable equivalent skills.

Experience

Essential

  • Extensive experience in administrative roles, preferably within a medical environment.
  • Experience working within a multidisciplinary team.
  • Understanding of confidentiality and General Data Protection Regulations (GDPR).

Desirable

  • Familiarity with medical terminology.
  • Knowledge of NHS performance targets.

Skills

Essential

  • Proficient audio typing skills with a minimum typing speed of 60 words per minute.
  • Competent in the use of computers and software applications, including databases and spreadsheets.

Attributes

Essential

  • Strong command of English, both written and verbal, with excellent grammar and spelling.
  • High attention to detail with strong organizational, prioritization, and self-management skills.
  • Ability to perform effectively under pressure.