Healthcare Admin Coordinator – Part-Time

We are looking for an enthusiastic, friendly, confident, empathetic Administration Assistant to join our very busy and dynamic clerical team within the COPD/Oxygen Department. You will be required to advise and supervise clerical staff, plan and book appointments and keep accurate written records. There will be some statistical/audit work required. You will need to possess excellent communication skills, analytical skills and decision-making skills and be confident and empathetic when dealing with highly stressful situations.

This vacancy may close early if a sufficient number of applications are received.

• To advise and supervise clerical staff, plan and book appointments and keep accurate written records.
• Type and send outcome letters to multidisciplinary team following nurse-led assessments.
• Some statistical/audit work will be required.
• Be competent on trust IT systems and telecoms.
• Work well within a team as well as on their own initiative.
• Work collaboratively with GP and community partners.

• Supervises and prioritises the workload of the clerical team.
• Work flexibly with other staff to maintain an efficient service, especially in times of absence (leave/sickness) to ensure adequate cover is provided.
• Maintains the Oxygen Service diaries and electronic templates by coordinating appointments for the service.
• Manage Outpatients appointments.
• Lead nurse diary meetings etc.
• Advise Oxygen Lead nurse of trends in referral/waiting times for appointments in line with targets.
• Monitors attendances and DNAs, reports to lead nurse and ensure appropriate follow-ups are arranged as per protocol.
• Act as first point of contact for all communications to the service.
• Filter and prioritise communications for the lead nurse and the wider team.
• Receive and process mail, referral letters and telephone calls.
• Establish and maintain effective and efficient filing systems.
• Produce reports using Microsoft/Excel applications.
• Data input of service/patient results.
• Exercise judgement when dealing with patient enquiries (some calls are of an emotionally distressing nature) and call lead nurse/sister when required.
• Responsible for ordering stationary/office/medical equipment.
• Responsible for the implementation and maintenance of systems within the service e.g. EPR, Patient Centre.
• Constantly review working practices and implement change where required.
• Represent the clerical staff at meetings where policy and service development/changes are discussed.
• Combination of sitting for lengthy periods and walking, touch typing, telephone enquiries, inputting data and word processing most of the day.
• Required to sort, file, handle bundles of notes daily required to manoeuvre within the medical library and note trolleys.
• Frequently concentrate on multiple tasks throughout the day coping with interruptions.
• Dealing with phone calls.
• Booking and rearranging clinics.
• Deal with queries from patients and staff.
• Required to give patients news that appointments have been cancelled and rearranged.
• Direct exposure to sensitive patient information whilst handling medical records/taking phone calls.

• Educated to GCSE level or equivalent or able to demonstrate equivalent level of experience.
• AMSPAR or equivalent knowledge.
• RSA 1 or equivalent.

• Within a healthcare setting.
• Administrative and clerical.
• Databases and spreadsheets.
• Secretarial.

• Communicate with others effectively using a variety of methods.
• Spreadsheets and databases.
• Time management.
• Prioritisation.
• Deadlines.
• Self-motivated.
• Customer care.
• Delegation.
• Work as part of a team.
• Work alone using own initiative.
• Flexible with the ability to work under changing conditions.
• Advanced keyboard skills.
• Drafting letters.

• Microsoft office programs including Word, PowerPoint and Excel.
• NHS IT systems and workflow.
• Knowledge of trust policies and procedures.

• Ability to work effectively both alone and as part of a team, with a commitment to deliver high standards of care.
• Reliable, flexible, responsive and proactive.
• Speak English to an appropriate standard relevant to their role i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.