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Administrative Coordinator
3 months ago
Position Overview
We are thrilled to announce a fantastic opportunity for a dedicated, dependable, and proactive individual to become a vital member of the Theatre Central administrative team on a permanent basis.
The ideal candidate will engage in various roles within our reception and admission areas, covering shifts that typically span from early morning to late afternoon. While there is a requirement to work on weekends, we offer flexibility in shift patterns and the possibility of condensed hours.
We seek individuals who thrive in a collaborative and dynamic environment, can effectively prioritize tasks, and maintain composure in a bustling setting.
***Preference will be given to internal Trust staff, as well as those with 'Priority' and 'At Risk' status, including NHS At Risk personnel across the region, who can demonstrate relevant recent experience as outlined in the Person Specification.***
Key Responsibilities
As a member of our professional multi-skilled administrative team within Theatre Central, you will be responsible for a variety of tasks, including:
- Familiarizing yourself with and adhering to Trust policies and procedures, particularly regarding patient confidentiality, health and safety, and administrative guidelines.
- Managing the admission, discharge, and transfer processes for patients using our integrated systems.
- Overseeing case note management, which includes requesting, tracing, collecting, and distributing patient records, ensuring accurate tracking of documentation.
- Preparing patients' medical records thoroughly and accurately to meet the needs of clinical, nursing, and management staff.
- Establishing and maintaining effective communication channels with other departments through phone and email correspondence.
- Taking and relaying messages for all departmental staff.
- Assisting with photocopying and distributing information as requested.
- Managing incoming and outgoing mail appropriately.
- Coordinating transport arrangements for patients as necessary.
- Adding patients to follow-up waiting lists and scheduling follow-up appointments across various specialties.
- Printing theatre lists as required.
- Serving as the first point of contact for relatives inquiring about patients, providing guidance as needed.
- Reporting any incidents, complaints, or irregularities to the Administration Manager.
- Logging patient throughput times and processing appointment outcomes within our systems.
- Handling the distribution of case notes efficiently.
- Accurately placing patients on waiting lists following surgical procedures.
- Responding to telephone inquiries from patients, GPs, and other agencies with initiative and within Trust guidelines.
- Performing additional duties as required by the Administration Manager, including covering for absences.
Qualifications and Experience
Essential
- Proven experience in an administrative role.
- Proficiency in Microsoft Office applications.
Desirable
- Administrative experience within a large clinical environment.
Required Qualifications
Essential
- GCSEs in Maths and English (grades 9-4 or A-C) and NVQ Level 2 in Business Administration or a related field, or equivalent experience.
Desirable
- Familiarity with computerized systems such as integrated patient management systems and Microsoft Office.
Personal Attributes
Essential
- Ability to work independently and demonstrate self-motivation.
- Capacity to thrive in a busy environment while meeting deadlines.
- Professional demeanor and approach.
- Skill in prioritizing and delegating tasks effectively.
Desirable
- Flexibility and adaptability to changing environments.
Skills and Competencies
Essential
- Strong communication skills, both written and verbal, with the ability to convey information clearly and effectively.
- Excellent interpersonal skills.
- Attention to detail and accuracy.
- Strong time management abilities.
- Commitment to maintaining confidentiality.
- Demonstrated organizational skills.
Desirable
- Ability to review and enhance existing administrative processes.
