Outpatient Clinic Operations Coordinator

Walsall Healthcare NHS Trust; Walsall; On-site; GBP 22,000 - 28,000; Full time

Job summary

Walsall Healthcare NHS Trust is seeking an Outpatient Administration Coordinator to provide comprehensive administrative and clerical support to the Outpatients Department. You will help ensure efficient patient flow, accurate record keeping, and effective coordination of clinics, staff, and resources.

Based at the Manor Hospital, you will organise clinic room bookings, support daily clinic setup, and assist in staff coordination while maintaining confidentiality and high standards of data

Responsibilities

• Provide general clerical support including filing, scanning, photocopying, and document management.
• Ensure all patient records and paperwork are accurately filed and readily accessible.
• Request and track patient medical notes in a timely manner.
• Maintain accurate electronic and paper-based records in line with Trust policies.
• Organise and coordinate clinic room bookings, ensuring optimal use of available space.
• Support the daily setup and smooth running of outpatient clinics.
• Adjust room allocations as required to meet service demands.
• Assist in the coordination and allocation of staff to clinics where required.
• Provide administrative support to clinical teams to ensure efficient service delivery.
• Arrange ambulance transport for patients following outpatient appointments.
• Provide clear communication to patients regarding appointments and transport arrangements.
• Support patient flow through the department to minimise delays and improve experience.
• Monitor and order departmental stock and supplies in line with ordering procedures.
• Ensure adequate levels of stationery and clinical consumables are maintained.
• Check deliveries and report discrepancies.
• Identify and resolve day-to-day operational issues within the department.
• Respond promptly to unexpected changes (e.g., clinic delays, room issues, staffing gaps).
• Escalate complex issues to senior staff where appropriate.
• Ensure that all clinic rooms have a working computer, and printer.
• Act as a point of contact for staff, patients, and external services (e.g., transport providers).
• Communicate effectively with multidisciplinary teams.
• Maintain confidentiality at all times in line with data protection regulations.

Job description

Walsall Healthcare NHS Trust is seeking an Outpatient Administration Coordinator to provide comprehensive administrative and clerical support to the Outpatients Department. You will help ensure efficient patient flow, accurate record keeping, and effective coordination of clinics, staff, and resources.

Based at the Manor Hospital, you will organise clinic room bookings, support daily clinic setup, and assist in staff coordination while maintaining confidentiality and high standards of data