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Administrative Coordinator

2 months ago

Loughborough, Leicestershire, United Kingdom University Hospitals of Leicester NHS Trust Full time

Position Overview

Administrative Coordinator - University Hospitals of Leicester NHS Trust

Multiple Part-Time Positions Available

Seeking a New Opportunity?

Interested in a Fulfilling Career?

Join Our Dedicated Team

University Hospitals of Leicester NHS Trust is committed to delivering exceptional patient-centered care across our facilities. We are looking for individuals who possess strong interpersonal abilities, can work collaboratively within a team, and demonstrate initiative. Effective communication and outstanding organizational skills are essential for this role.

As an Administrative Coordinator, you will be part of a skilled and enthusiastic team, enjoying one of the most attractive and adaptable benefits packages available in the UK. In addition to a competitive salary, you will receive a minimum of 27 days of annual leave, along with various other benefits, including access to occupational health and counseling services.

It is crucial that your conduct and values align with those of our organization.

Flexibility is key, as you may be required to work across different sites to meet service demands.

Currently, the working hours are structured over a five-day week, with standard hours from 8 AM to 5 PM, although some flexibility to work until 6 PM on certain days may be necessary.

Key Responsibilities

As part of the Administrative Team, your primary focus will be to provide clerical and administrative support to various services.

Your responsibilities will include:

  • Delivering a high-quality administrative service, including reception duties, record management, and session preparation.
  • Ensuring optimal patient experience and maintaining quality standards.
  • Collaborating with UHL staff, department heads, visiting clinicians, external organizations, patients, and their families.

About Us

Our strategic plan, shaped by input from colleagues, patients, and partners, will guide our efforts over the next several years.

Our four primary objectives are:

  • Delivering high-quality care for all,
  • Creating a great workplace,
  • Building impactful partnerships, and
  • Excelling in research and education.

We are committed to embedding health equity in all our initiatives, actively addressing healthcare disparities in collaboration with communities.

Our strategy is supported by new values that we strive to embody daily:

  • Compassion,
  • Pride,
  • Inclusivity, and
  • Teamwork.

This is an exciting time as we focus on our strengths and identify areas for improvement to enhance the services we provide to our community.

Job Duties

  • Provide reception coverage, welcoming and directing patients, visitors, and staff courteously.
  • Manage patient inquiries and direct calls in a friendly manner.
  • Ensure timely preparation of notes for clinical sessions.
  • Facilitate patient check-in and check-out processes for outpatient services.
  • Assist with patient admissions and discharges for day-case procedures as needed.
  • Schedule follow-up appointments for patients as required.
  • Complete and enter all relevant outcomes into the Patient Administration System.
  • Ensure availability of test results for outpatient clinics as requested.
  • Collaborate with department managers and outpatient staff to ensure comprehensive completion of request forms.
  • Coordinate with other hospitals and departments to obtain necessary case notes and investigation results.
  • Promote a friendly and efficient service, including managing delays and cancellations.
  • Maintain case notes and patient records in good condition to prevent loss or misplacement of vital information.
  • Utilize the computerized patient records system for appointment bookings and record labeling.
  • Manage hearing aid battery requests and replacements.
  • Ensure timely dispatch of requested case notes and arrange urgent transportation when necessary.
  • Photocopy case notes as requested by other hospitals or requesters.
  • Prioritize tasks to meet deadlines effectively.
  • Assist in organizing medical files and filing returned case notes to maintain accurate record-keeping.
  • Help maintain a comprehensive filing system for all health records stored within the organization.
  • Track and manage health records using the Patient Administration System.
  • Assist with preparation of statistical returns as needed.
  • Coordinate patient transportation arrangements.

Qualifications and Skills

Essential

  • Good general education to GCSE level or equivalent, including English at Grade C.
  • Proficient computer skills, including experience with Microsoft Office applications.
  • Strong customer service skills.

Desirable

  • Knowledge of hospital systems and booking procedures.
  • Previous experience in a healthcare environment.
  • Experience working with the public in face-to-face and telephone interactions.

Communication Skills

Essential

  • Excellent written and verbal communication abilities.
  • Ability to work collaboratively within a team.
  • Capacity to remain composed under pressure.

Analytical and Judgment Skills

Essential

  • Demonstrated accuracy and attention to detail.
  • Understanding of confidentiality and the ability to maintain it at all times.
  • Awareness of equality and diversity principles.

Planning and Organization Skills

Essential

  • Ability to work independently while adhering to procedural guidelines.
  • Strong prioritization skills.
  • Effective time management capabilities.

Flexibility

Essential

  • Willingness to work flexible hours, including evenings and weekends, as required.

Desirable

  • Access to personal transportation or alternative means of travel.