Administrative Support Coordinator

4 weeks ago

Wigan, Wigan, United Kingdom Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust Full time

Overview of the Role

As an Administrative Support Coordinator, you will play a vital role in delivering extensive administrative assistance to the Community Services Managers. This includes collaborating with both Clinical and Non-Clinical Team Leaders, as well as administrative personnel, to ensure the provision of high-quality services.

This position is a full-time commitment (37.5 hours) from Monday to Friday, operating between 9am and 5pm.

Note: Previous applicants will not be reconsidered

Key Responsibilities

You will possess a thorough understanding of administrative and secretarial protocols, providing essential support for the management of clinical teams.

Your duties may involve travel and engagement with various services throughout the Wigan Borough, necessitating independent travel capabilities.

You will organize and facilitate meetings within the division, which includes preparing agendas and accurately recording minutes.

Working with Our Organization

Choose Well – Choose WWL

Wrightington, Wigan and Leigh NHS Foundation Trust is dedicated to providing exceptional acute hospital and community services to the residents of the Wigan Borough and its neighboring areas. We prioritize our staff, believing that 'content staff leads to satisfied patients'. Our organization has a proven history of staff engagement and embodies our values 'the WWL Way'.

We are committed to placing patients at the forefront of our operations, ensuring safe and effective care that respects and maintains dignity. We are looking for individuals who share our values and commitment to excellence.

Detailed Responsibilities

Planning and Organizational Duties

  • Undertake administrative processes and contribute to improvements in work practices to optimize resource utilization.
  • Create and manage spreadsheets as needed by administrative and clinical teams.
  • Assist Health Integration Managers and Clinical Team Leaders with administrative tasks related to service operations.
  • Collect relevant data and maintain spreadsheets, promptly informing Health Integration Managers of any issues.
  • Archive necessary information in compliance with policy requirements.
  • Conduct audits as requested by Health Integration Managers or Clinical Team Leaders.
  • Manage incoming correspondence, ensuring urgent matters are directed to the appropriate manager.
  • Filter incoming calls and accurately record messages.
  • Compile and maintain staff information regarding professional registration, role details, attendance, and mandatory training.
  • Organize meetings, prepare agendas, and produce action plans; take and transcribe meeting minutes accurately and distribute them promptly.
  • Ensure effective follow-up on meeting actions through collaboration with division members and other organizations as necessary.
  • Distribute relevant documentation to clinical and non-clinical teams as required.
  • Collect data and statistics for the service and assist in regular audits, ensuring timely report typing.
  • Complete any requested data entry accurately and promptly.
  • Maintain and update the asset register for all services, ensuring staff report faults and escalate maintenance or replacement needs appropriately.
  • Prioritize workload effectively to maintain response times and meet deadlines.
  • Demonstrate proficiency in the Microsoft Office Suite.

Communication and Key Relationships

You will serve as a point of contact for liaising with:

  • Collaborating closely with Administrators and PAs within Team Support.
  • Health Integration Managers, Clinical Team Leaders, and Admin Services colleagues, maintaining necessary records and spreadsheets.
  • Working proactively with clinical team leaders to deliver a safe and efficient administrative service to clinical staff.
  • Liaising with Admin and Clinical Triage Teams as required.
  • Communicating effectively with managers, staff, patients, and caregivers to ensure smooth service delivery in a professional manner, whether via telephone, video conferencing, or face-to-face.
  • Planning and organizing meetings with internal and external stakeholders, requiring strong communication and time management skills.
  • Ensuring timely dissemination of information to colleagues and staff.

Financial Responsibilities

The post holder will:

  • Contribute to the effective use of financial resources in service delivery while supporting Health Integration Managers.
  • Be aware of the need for Cost Improvement Programs within the service.
  • Assist in ensuring service delivery within existing financial constraints.
  • Order resources for the team as needed, liaising with the Procurement Team.
  • Maintain appropriate stock levels of stationery and ensure timely orders.

Human Resources Responsibilities

The post holder will:

  • Ensure compliance with trust HR policies and procedures.
  • Respect the individuality, values, culture, and religious diversity of clients, contributing to a sensitive service provision.
  • Maintain confidentiality of patient and staff information at all times.
  • Exhibit good personal time management, punctuality, and consistent attendance.
  • Engage in personal professional development and mandatory training.
  • Actively participate in the Trust's appraisal system and supervision, highlighting areas of good practice or development needs.

Person Specification

Qualifications

Essential Criteria

  • Audio typing qualification or equivalent experience.
  • NVQ Level 3 in Business Administration/Customer Care or equivalent experience.

Desirable Criteria

  • RSA Level III in typing or equivalent experience.

Experience

Essential Criteria

  • Experience in a secretarial role.
  • Proficiency in Microsoft Word and other Microsoft applications, including external databases and software systems.
  • Experience working independently and as part of a team.
  • Experience in public interactions.

Desirable Criteria

  • Previous experience within the NHS.
  • Familiarity with NHS computer systems, including System One.

Skills

Essential Criteria

  • Strong numerical skills for statistical compilation.
  • Excellent telephone etiquette and interpersonal skills.
  • Proficient typing skills, including speed and accuracy.
  • Keen attention to detail.
  • Demonstrated organizational and prioritization skills.
  • Strong verbal and written communication abilities.
  • Effective time management skills.

Knowledge

Essential Criteria

  • Proficient in Microsoft Word, Excel, Access Database, and PowerPoint.

Desirable Criteria

  • Knowledge of e-Roster.
  • Familiarity with medical terminology.

Additional Requirements

Essential Criteria

  • Understanding the importance of confidentiality in handling patient and staff information, with knowledge of the Data Protection Act.
  • Proficient in English communication.
  • Flexibility to meet service demands.
  • Ability to travel independently across the Trust, including community premises as required.

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