Administrator

2 weeks ago

Kingston Upon Thames, United Kingdom Absolutely Recruitment Full time

**Administrator / Multi
- Professional Team Coordinator
Based near Kingston

**Salary**: £26k - £27k pro rata
4 days per week (flexible)**

We are recruiting on behalf of our client a not-for-profit organisation based near Kingston, who are looking for a Multi-Professional Team Coordinator to support and maintain full administration support for their clinical teams. You will assist the ClinicalBusiness Manager in ensuring the delivery of high-quality care from the Clinical Administration team. You will have excellent communication and interpersonal skills, with the ability to deal with people in distress with compassion and diplomacy.

**Key Responsibilities**
- To assist in the delivery of high-quality care by providing day to day coordination of the Administration Team.
- To support the Manager in the induction and development of the Administration Team supporting Clinical services
- To support the Clinical Administration Team in dealing with advisory issues to ensure consistency and quality of advice
- To support the Clinical Business Manager in organising team meetings for the clinical administration team
- To monitor the departmental rota, identify and address to staffing requirements, prepare and maintain team lists, and liaise with clinical managers to ensure right level of cover and skill-mix
- To document all staff sickness, completing sickness and absence returns, schedule "Return to Work" meetings as necessary to be followed up by the Clinical Business Manager
- To monitor the day-to-day organisation of workflow, ensuring that work is appropriately allocated, and cover provided for annual leave/sickness
- To maintain accurate training records of clinical admin staff and liaise with the Clinical Business Manager, People Services and Education as necessary
- To liaise with Education department re all course bookings for mandatory training, and provide accurate and timely records for the People Services department about departmental training
- Maintain high levels of confidentiality and diplomacy, responding appropriately and promptly to patients, visitors and staff
- To ensure that all agendas, minutes and other documents are accurately produced, filed and circulated as required
- To provide an effective liaison between clinical departments
- To support the completion of accident / incident reports, and scan supporting documentation for 'Vantage incident forms
- Telephone support in various situations to support the clinical team, patients and families
- Support the clinical team undertaking a range of operational management, clinical and administrative tasks, maximising the efficiency and responsiveness of the community team
- To ensure completion of on call rota ready for line management sign-off, and liaise with Payroll regarding queries
- To deal with telephone calls and messages from patients, carers and relatives in a sensitive, compassionate and courteous manner, ensuring that messages are promptly relayed to the most appropriate person
- To carry out duties associated with the service support of patients, including processing of referrals, preparation of all necessary documentation and transport arrangements
- Duties associated with the death or discharge of patients, including making telephone calls to appropriate people, liaising with funeral directors and GP surgeries and the preparation of cremation forms, and ensuring that the deceased patient’s propertyis securely stored and delivered
- Coordinating the ordering and delivery of stationery, relevant medical stores and other equipment as required, and monitor specialist equipment and ensure it remains fully functional
- Ensuring that invoices are appropriately coded and authorised in a timely manner

**Person Specification**
- Good standard of literacy and numeracy
- Ability to effectively support and coordinate a busy administration team
- Broad experience of working in an administrative post which has included, diary management, organising meetings and agendas, document production, maintenance of office systems and minute-taking
- Experience of dealing with sensitive and / or confidential information
- Experience of working in a healthcare environment or the not-for-profit sector
- Ability to work accurately and with good attention to detail
- Intermediate Excel
- Excellent communication and interpersonal skills, in particular the ability to deal compassionately and appropriately with people in distress
- Ability to manage time effectively and prioritise workload
- Ability to take notes effectively and produce accurate minutes
- High degree of diplomacy, tact and discretion
- Patient and calm under pressure

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