Outpatient Room Co-ordinator

University Hospitals Plymouth NHS Trust; Plymouth; On-site; GBP 60,000 - 80,000; Full time

Job summary

A healthcare organization in Plymouth is seeking a skilled administrator to coordinate the delivery of outpatient services. The successful candidate will manage information flows within outpatient clinics, support clinical staff, and ensure efficient use of resources. Candidates should have NVQ Level 3 in Business Admin and experience in a clinical setting. This role offers opportunities for flexible working.

Benefits

Opportunities for flexible working

Career development opportunities

Qualifications

• Experience managing confidential data in a clinical environment.
• Skills in coordination and communication across teams.
• Flexibility to work in response to changing service needs.

Responsibilities

• Coordinate information for users within Outpatients.
• Support the Outpatient Administration Manager and clinical staff.
• Liaise with directorate teams to determine available resources.
• Lead weekly Outpatient Clinic room support meetings.
• Reception duties for visitors in the Main Outpatient area.

Skills

Managing confidential data

Managing information in an acute clinical setting

Proficient in Microsoft Office

Education

NVQ Level 3 in Business Admin or equivalent experience

Job description

To assist in the provision of an efficient and co-ordinated service to all staff within the Main Outpatient area. Act as a point of contact for all users of the Outpatient Clinic rooms as determined by the Outpatient Reception Management Team including acting as a point of contact for the department.

Opportunities to work from home with reception cover on site when required.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

• To receive, coordinate and communicate information for users within Outpatients across Main Outpatients, ensuring the most effective use is made of Outpatient resources. This will require effective and close liaison with Clinical Administration managers, medical secretaries, Outpatient staff and data collection of Outpatient Clinics.
• Outpatient Relets and Scheduling
• Reception duties
• Liaison across UPH
• To support the Outpatient Administration Manager and clinical staff to ensure that Outpatient clinic room capacity is utilised to its maximum.
• To liaise with directorate teams and Outpatient staff to determine available resources and support senior team leaders to plan work accordingly.
• To help support the use of an electronic room booking system.
• To communicate constantly changing situations to relevant parties in a clear and concise manner, via the telephone, MS Teams and face to face.
• To keep an up-to-the-minute record of daily Outpatient rooms to ensure accurate information is managed and relayed to relevant staff.
• To ensure all relevant administrative information is up-to-date and available for reference.
• To assist in the maintenance and update of the Outpatient Booking system.
• To lead the weekly Outpatient Clinic room support meeting.
• To work flexibly to meet service requirements.
• Reception of all visitors to the Main Outpatient area

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Person Specification

Knowledge & Experience

• Demonstrable experience of managing confidential data
• Previous demonstrable experience of managing information within an acute clinical setting

Qualifications

• NVQ Level 3 in Business Admin or equivalent demonstrable experience
• Numerate/ Literate
• Proficient in use of Microsoft package and equivalent

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.