Administrative Co-ordinator - Physiological Sciences

NHS; Nuneaton; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading healthcare provider is seeking an Administrative Co-ordinator for the Physiological Sciences Service. This role involves managing administrative systems, handling patient referrals, and ensuring compliance with data protection policies. The ideal candidate will have strong organizational and communication skills, experience in a senior administrative role, and proficiency in Microsoft Office. Enjoy benefits like flexible working and a supportive work environment.

Benefits

On-site nursery

27 days minimum annual leave plus bank holidays

Cycle to work scheme

Flexible working

Subsidised restaurant

Generous subsidised on-site parking

Qualifications

• Experience in a senior administrative role or suitable experience at a band 2 level.
• Experience in a customer facing role.

Responsibilities

• Manage administrative systems for the Physiological Sciences Service.
• Handle patient appointments and referrals efficiently.
• Communicate with patients and professional bodies.

Skills

Communication

Organizational Skills

Leadership

Attention to Detail

Team Collaboration

Education

ECDL or RSA Level 2 Typing Skills

Key Skills level 2 in Literacy

NVQ Level 3

Tools

Microsoft Office

Job description

Administrative Co-ordinator - Physiological Sciences

Permanent

Interview date: TBC

This post may close early due to high numbers of applications, so you are advised to apply promptly.

All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.

A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.

We welcome applications from the Armed Forces Community - get in touch to find out more

Main duties of the job

• Take lead responsibility for setting up and managing administrative systems for the Physiological Sciences Service.
• To provide an efficient and professional administration service to the Physiological Sciences Service
• To ensure that all patient appointments and referrals are managed in a timely manner. With particular responsibility for meeting national targets especially linked to cancer waits
• To communicate over the telephone and personally with patients, clients, friends and relatives relaying accurate and applicable information as required.
• To communicate with internal and external professional bodies by phone, letter, fax and email ensuring data protection policies are adhered to at all times.
• To manage the day to day duties of the Band 2 admin and clerical staff.

About us

Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:

Effective Open Communication

excellence and safety in everything we do

Challenge but support

Expect respect and dignity

Local health that inspires confidence

Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.

Job responsibilities

• Take responsibility for dealing with referrals on receipt of referrals both internal and external.
• To take lead responsibility of updating the Lorenzo computer program with all relevant and applicable information. On the day of clinics welcome patients to department, arrive & depart patients on Lorenzo and arrange follow-up appointments as required.
• To input and manage referrals from both GP surgeries and other trusts.
• To input and manage Access Plans for all tests carried out in the Cardio Respiratory Unit.
• Take lead responsibility for the administration duties required to facilitate the running of the Physiological Sciences Service for both inpatient and outpatient referrals.
• Take responsibility for managing database of patients including referral dates and appointment dates.
• To be responsible for updating of database and audit of accuracy.
• To ensure that all patient notes are booked out to correct destination by placing details on the I-records system.
• To book clinic appointments for all diagnostic tests.
• To manage the E-Referral booking system.
• Write to patients General Practitioner, Consultant as required.
• To ensure that, if required, transport is ordered for patients as and when required.
• To answer telephone ensuring that information is correctly handled and disseminated for all situations.
• To photocopy information for Clinical Team as and when required.
• To be responsible for the general tidiness of the workplace and equipment therein.
• Prepare any correspondence as and when required and forward appropriately as per hospital information governance policies.
• To ensure data protection policies are adhered to at all times.

For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.

Person Specification

Experience and Knowledge

• Working in a senior administrative role or suitable experience at a band 2 level to able progression
• Experience in a customer facing role
• Decision making and resolving complex work related issues.

Qualification and Professional Training

• ECDL or RSA Level 2 Typing Skills or equivalent
• Key Skills level 2 in Literacy or equivalent
• NVQ Level 3 or equivalent experience

Skills and Abilities

• Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel.
• Excellent understanding of general office working procedures
• Able to work using own initiative.
• Able to work as part of a team
• Able to collaborate with others
• Able to autonomously prioritise and plan workload to meet deadlines, often in a pressurised environment and be able recognise when to escalate to appropriate manager
• Excellent attention to detail and accuracy
• Positive and flexible approach to work
• Understands limits of own responsibilities
• Awareness of current issues within the NHS

Other

• Flexible to the needs of the Service.
• Ensure high levels of confidentiality and communication are maintained
• Frequent and long period spent sitting at a desk using a keyboard
• A commitment to Equal Opportunities

Personal Qualities

• Excellent organisational skills.
• Strong leadership skills
• Able to supervise staff in the absence of the Admin Team Lead
• Sound decision making skills
• Excellent level of verbal and written communication
• Able to demonstrate good persuasion and influencing skills
• Able to use judgement and initiative to provide information and support
• Able to apply tact and sensitivity to establish trust and confidence
• Empathetic approach to managing and resolving enquiries
• Able to manage difficult and distressing situations effectively
• Able to analyse problems and initiate appropriate solutions effectively

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.