Medical Admin Clinic Coordinator

Job summary

An exciting opportunity has arisen for a Medical Admin Clinic Co-Ordinator to join our Medical Team. This role will require the successful candidate to ensure that all internal and external clinics run smoothly, providing doctors and MDT with relevant documentation ensuring that this service is reliable, efficient, timely, accurate and confidential.

Staff benefits include, shuttle bus, and more Read more below

Interview Dates: Tuesday 9thand Thursday 11thJuly 2024.

Strictly no agencies, please.

Please note this role is not open to sponsorship

Main duties of the job

Role Requirements

Working closely with the Medical Secretaries & Medical Business & Revalidation Manager with clerical and administrative duties, you will be able to demonstrate excellent communication and organisational skills and manage a varied workload. A forward thinking and flexible approach are essential as is the ability to work under pressure while remaining calm. Youll also have a sympathetic and diplomatic telephone manner and maintain confidentiality at all times. Were looking for an enthusiastic and experienced Administrator to provide high quality and professional support to the Medical Team

Educated to GCSE Level with Maths & English at Grade C or above or equivalent work experience and being proficient in Microsoft Office programmes are essential, with previous experience of working in an Administrative role within a medical setting and the ability to audio-type desirable.

With experience of working in a complex environment, across a large and diverse workforce, you will be exceptionally organised with a high-level of attention to detail. You will naturally possess excellent inter-personal skills, and an ability to consult and positively engage with key stakeholders across the organisation.

About us

About Us

The Childrens Trust isthe UKs leading charity for children with acquired brain injury, providingexpert rehabilitation, education, therapy, and care at our national specialistcentre in Tadworth, and to children and their families across the UK, via ourBrain Injury Community Service.

Boasting a beautiful 24-acre site in Surrey, weare located just outside of London, close to the M25 (accessible via Junction8, A217 to Tadworth) and easily accessible via National Rail, by way of:Clapham Junction, Sutton, and Epsom.

Staff Benefits

The work we do ishighly rewarding, and in addition to an attractive salary, we offer a valuablerange of benefits, including, adoption pay, time off for fertility treatment,enhanced paternity leave, paid carers leave, time out days for thoseexperiencing menopause symptoms, time off for gender reassignment.

We also offeradditional annual leave days for those with long service, with entitlementsranging from 35 to 41 days (including bank holidays) depending on your lengthof service.

Other benefits includefree on-site parking; a staff shuttle service from Epsom and Sutton trainstations to Tadworth Court, subsidised cafeteria, on-site staff accommodation(subject to availability), the ability to retain your NHS pension (whereapplicable) or the opportunity to join an alternative scheme, and theopportunity to develop your career in a supportive and collaborativeenvironment.

Job description

Job responsibilities

Duties and Responsibilities

Processingall paperwork for admissions and discharges.

Co-ordinatingthe clinics for visiting Consultants, arranging rooms, parking, and refreshments,as necessary.

oAudiology Clinic

oOphthalmology Clinic

oEpilepsy Clinic

oOrthopaedic Clinics

oRespiratory clinic

oPalliative Care clinic

Co-ordinating other clinics that are held offsite.

oDental clinic

(The aboveclinic lists are not exhaustive)

Explore possible increase in specialist clinics and use of administrationresource.

Follow-up clinicappointments and other requests made by the Medical Team.

Audiotypingof above-stated clinic letters.

Co-ordinatethe schedule for medical students and other medical visitors including workexperience.

Completedepartmental health & safety returns.

Supporting theMedical Secretaries with incoming mail, prioritising items for the appropriateindividuals personal attention and re-directing items as appropriate.

Maintainingeffective manual and computerised filing/record systems, including confidentialfiles, so that relevant information or documents may be retrieved rapidly including scanning all in-and out-going documentation and saving in appropriatelocation in childs electronic file for electronic back up copy.

Support thearchiving and filing of medical notes.

Formatting and sending of referral letters for the above stated clinics.

Workingclosely with the Medical Secretaries to enable cross-cover during periods ofabsence.

Other dutiesthat are necessary to assist the Medical Secretaries in the day-to-day care ofthe children/young adults.

Support theMedical Business Manager with clerical and administrative duties.

Deliver postand pathology specimens to and from Reception in a timely manner.

KeepEmergency Procedures Folders up to date.

Ensure thatoffice equipment is available and in good order.

Skills andResponsibilities

Able to demonstrateexcellent communication and organisational skills and manage a varied workload.

A forward thinking andflexible approach is essential as is the ability to work under pressure whileremaining calm.

Health Records: Ensure that medicalrecords are kept up to date during a childs stay and that health records arecollated post-discharge in preparation for archiving by:

Setting upfiles and templates ahead of admission, including obtaining medical information.

Streamliningfiling systems, ensuring documentation in files is up to date during thechilds stay.

Assistingthe Medical Secretaries with the co-ordination of solicitors requests,photocopying medical records in a timely manner.

Management of self and others

Developing self toimprove personal performance.

To provide cover formembers of the Medical Admin Team during periods of sickness and annual leave.

Participation in anannual Performance Development Review, including taking responsibility formaintaining a record of own personal and/or professional development.

Communication

Able to demonstrate excellent communication and organisational skillsand manage a varied workload.

A sympathetic anddiplomatic telephone manner and maintain confidentiality at all times.

Governance

Ensuring strictconfidentiality at all times, only releasing information to those acting in anofficial capacity and with appropriate authority.

Professionalism

Takes action and raisesconcerns.

Adhereto the policies and procedures of The Childrens Trust.

Maintain professional boundaries and professionalism at all times.

Committed to demonstrating the organisations values and behaviours at alltimes.

Health and Safety

Adheres to all Healthand Safety guidelines, principles, and regulations to perform your role andcomply with The Childrens Trust policies and procedures.

Provide evidence of allvaccinations (or medical exemption) required for the post.

Adhere to manual handling procedures andcomplete mandatory manual handling training.

Promotes the health and safety of others.

Uses theincident reporting and risk assessment system (IRAR), to identify and reportrisks and incidents/actions if directed.

Responsiblefor identifying and mitigating risk within the work environment.

Wellbeingand Emotional Resilience

Maintains a positive approach and outlook whendealing with change and overcoming challenges and problems.

Recognises own limitations, develops realisticgoals, and uses support network resource when or if necessary.

Treats challenges and problems as a learningexperience.

Remains organised and focused when underpressure.

Responds appropriately and effectively to allconstructive feedback.

Motivates self and others.

Person Specification

Knowledge

Desirable

Medical knowledge.

Personal Qualities

Essential

Commitment to the vision and values of The Childrens Trust. Flexible and can do attitude to competing commitments in workload. Highly motivated and reliable. Ability to cope working in a demanding environment with changing priorities. Ability to work unsupervised

Skills & Abilities

Essential

Excellent organisational skills with strong administrative experience. Strong time management skills. Highly organised, strong attention to detail and aptitude for working methodically. Ability to embrace change and new challenges and learn new skills with a positive attitude. Remain calm under pressure with the ability to multi-task . Strong interpersonal skills with the ability to display discretion when dealing with confidential and sensitive information.

Desirable

Audio typing.

Experience

Essential

Working under pressure in complex and demanding environments and to specific timeframes. Ability to build strong relationships with clients .

Desirable

Previous experience working in an Administrative role within a medical setting.

Qualifications

Essential

Educated to GCSE Level with Maths & English at Grade C or above (equivalent). Proficient in Microsoft Office programmes.

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