Office Coordinator

4 weeks ago

Newport, Newport, United Kingdom Aneurin Bevan University Health Board Full time

Position Overview

Are you interested in pursuing a career in administration within the healthcare sector? Do you possess the drive to enhance services and excel as part of a collaborative team?

The Clinical Photography & Medical Illustration division has an exciting opportunity for a newly established role that will assist with the administrative functions related to our growing telemedicine services, along with various clerical responsibilities within a dynamic department.

Key Responsibilities

In this role, you will serve as the primary point of contact for all patients and visitors to the department. Your responsibilities will include providing comprehensive reception services and clerical support. You should demonstrate strong communication skills, both written and verbal, and have a proven track record of effective teamwork. The ability to manage and prioritize your workload is essential.

Candidates should possess a solid educational background, ideally to GCSE level, along with a strong proficiency in Microsoft Office applications. Familiarity with patient administration systems would be beneficial, although comprehensive training will be provided.

About the Organization

Aneurin Bevan University Health Board is a distinguished NHS organization dedicated to providing exceptional care. We offer a supportive work environment where all employees feel valued and trusted. Regardless of your specialty or career stage, we have numerous opportunities for professional growth and development. The Health Board delivers integrated acute, primary, and community care to a population of 650,000, employing over 16,000 staff members.

We provide an attractive benefits package, extensive training and development opportunities, including paid mandatory training, in-house programs, recognized qualifications, and professional career pathways, including management development programs. We promote flexible working arrangements and a healthy work-life balance, along with occupational health support and plans for a Wellbeing Centre of Excellence.

Our Clinical Futures strategy aims to enhance and promote care closer to home while ensuring high-quality hospital care when necessary. Join us in our mission to innovate and deliver a world-class healthcare service for the future.

Job Duties

Your primary responsibilities will include:

  • Providing essential support services to all users of the Clinical Photography Department, including managing telephone inquiries and welcoming service users.
  • Delivering quality clerical support to the department and its users, ensuring appointments are scheduled accurately and efficiently in accordance with organizational policies.
  • Maintaining professionalism while handling telephone calls and ensuring all documentation is updated in line with service standards.
  • Organizing your daily workload effectively and ensuring timely arrival for clinics.
  • Updating waiting list entries in accordance with departmental standards.
  • Processing referrals within agreed timelines and addressing urgent cases as required.
  • Managing appointment cancellations and rebooking patients within specified timeframes.
  • Responding to inquiries and complaints promptly and professionally.
  • Collaborating with colleagues to ensure smooth operations within the department.
  • Assisting in the training of new staff members by demonstrating your duties.
  • Performing general office tasks as needed and adhering to established protocols.

Qualifications and Skills

Essential

  • Strong educational background.
  • Familiarity with routine work procedures, requiring a combination of on-the-job training and induction.
  • Proficient in computer use and keyboard skills.
  • Excellent communication abilities.
  • Professional telephone etiquette.
  • Capability to work under pressure and prioritize tasks effectively.
  • Ability to build positive working relationships with colleagues at all levels.
  • Flexibility to work as part of a team or independently.

Desirable

  • Proficiency in Welsh language skills.

Other Requirements

Essential

  • Ability to problem-solve under pressure while meeting targets.
  • Willingness to work under guidance while also being self-motivated.
  • Commitment to maintaining high-quality work standards.
  • Energetic and adaptable to the needs of the service.
  • Attention to detail and accuracy in all tasks.

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