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Administrative Coordinator

3 months ago

Gloucester, Gloucestershire, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Position Overview

Administrative Coordinator - Community Pediatric Services (Part-Time, 25 hours per week)

We are looking for a motivated and detail-oriented Administrative Coordinator to become a vital member of our dedicated team within the Community Pediatric Services at Gloucestershire Royal Hospital.

This position entails a variety of organizational tasks and teamwork with colleagues. The Administrative Coordinator will carry out diverse administrative functions as directed by the Administrative Supervisor and other secretarial staff. A commitment to excellence and a keen eye for detail are essential for this role.

The successful applicant will play a crucial role in the Administrative Team and will report directly to the Administration Lead.

Working Schedule: Monday to Friday, with flexible hours to be discussed during the interview process.

Key Responsibilities

Under the guidance of the Admin Team Lead, you will provide comprehensive administrative support to both the Lead and the team of specialty secretaries. Responsibilities include:

  • Organizing and filing clinic letters and reports into patient medical records.
  • Managing incoming and outgoing mail for the unit, including sorting and dispatching correspondence.
  • Requesting and returning medical notes on behalf of the department.
  • Delivering urgent notes or requests to relevant departments to minimize delays.
  • Performing clerical tasks such as faxing, photocopying, and answering phone calls to assist team members.
  • Utilizing the in-house patient administration system to verify patient information and appointments.
  • Addressing queries related to incorrect patient contact details.
  • Assisting with the preparation and distribution of meeting materials and clinical packs.
  • Prioritizing workload effectively and completing tasks as assigned by the line manager or secretaries.
  • Communicating with various departments and staff levels, including GPs, patients, and their families.
  • Providing coverage for colleagues during absences and participating in job rotation for cross-training purposes.
  • Performing additional duties as required by the line manager.
  • Handling the movement of medical notes, with training provided for manual handling.

Qualifications

Essential:

  • GCSE English and Maths at Grade C/4 or above, or equivalent.
  • Proficiency in Microsoft Office applications such as Word, Excel, and Outlook.

Experience

Essential:

  • Prior experience in a busy office environment.

Desirable:

  • Familiarity with NHS systems such as TRAK, PAS, PACS, and Infoflex.
  • Experience working in a healthcare setting.

Skills and Knowledge

Essential:

  • Strong computer literacy.
  • Excellent communication and interpersonal skills with a solid command of English.
  • Ability to work collaboratively within a team and follow instructions.
  • Capacity to work efficiently and accurately.

Desirable:

  • Knowledge of medical terminology.
  • Awareness of health and safety regulations, risk management, and data protection laws.

About Gloucestershire Hospitals NHS Foundation Trust

As the largest employer in the county, Gloucestershire Hospitals NHS Foundation Trust is committed to providing exceptional healthcare services. We offer a competitive annual leave package, access to the NHS Pension Scheme, and various employee benefits, including discounts at local businesses and opportunities for professional development.