Service Coordinator

Mid and South Essex NHS Foundation Trust; Chelmsford; On-site; GBP 29,000 - 35,000; Full time

Job summary

Mid and South Essex NHS Foundation Trust seeks a Service Coordinator to lead the Medical Administration team within the Division. You will oversee Medical Secretaries and Administrative staff, coordinate workload priorities, and monitor performance against KPIs to ensure timely and accurate patient administration.

You will work with Divisional management and clinical teams to strengthen service delivery, support recruitment, and promote continuous improvement within budget and resources.

Qualifications

• Experience in managing day-to-day service delivery.
• Experience in monitoring performance against KPIs.
• Experience in staff development, training and induction.
• Knowledge of NHS systems including DIT3.
• Experience in service improvement or change initiatives.

Responsibilities

• Supervise Medical Secretaries and Administrative staff within the Division.
• Prioritise and delegate workloads to meet KPIs.
• Monitor dictation and produce performance reports.
• Support workforce planning and recruitment.
• Collaborate with Divisional management and clinical teams to meet priorities.

Skills

Staff supervision

Performance monitoring

Communication

Workload management

Tools

Dit3

Lorenzo

Job description

Mid and South Essex NHS Foundation Trust

Service Coordinator

The closing date is 15 November 2026

As a key member of the Divisional management structure, you will play an important role in the day-to-day leadership and operational management of the Medical Administration team. Working closely with Divisional management, you will ensure the team is effectively managed, responsive to service needs, and aligned with Divisional and organisational priorities.

You will be responsible for monitoring and reviewing performance against key performance indicators, taking proactive steps to prioritise workloads, supervise staff, and ensure administrative services are delivered effectively within available resources. You will work closely with Divisional colleagues to identify pressures, address performance issues and support improvements in the delivery of Medical Administration services.

In this role, you will provide line management, leadership and ongoing development support to Medical Secretaries, Medical Support Secretaries and Administrative staff within the Division, fostering a positive, supportive and high-performing team environment.

Working both independently and collaboratively, you will develop strong working relationships with Divisional management, clinical teams and other key stakeholders. You will communicate complex information effectively, secure agreement where required, promote cooperation and support continuous improvement across the Division.

Main duties of the job

Supervise and provide day-to-day management of Medical Secretaries, Medical Support Secretaries and Administrative Support staff within the Division.

Prioritise and delegate workloads to support achievement of service and Divisional KPIs, ensuring staff have the appropriate skills and competence.

Monitor outstanding dictation on Dit3, reviewing productivity and performance and producing reports as required.

Support workforce planning, administrative cover, recruitment and supervision of staff, including insourcing staff where applicable.

Work closely with Divisional management and clinical teams to ensure Medical Administration services respond effectively to operational pressures and Divisional priorities.

Support service improvement initiatives and the effective management of resources within agreed financial constraints.

Maintain effective communication with Medical Administration staff, ensuring teams are informed of relevant organisational and Divisional developments.

Act as a key link between the Medical Administration workforce and Divisional management, supporting clear accountability and the successful delivery of the Divisional Medical Administration model.

About us

Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.

We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust.

Job responsibilities

Unfortunately, there is no Visa Sponsorship available for this role. Whilst we are able to employ candidates on a graduate Visa, we are unable to offer sponsorship once the graduate visa expires.

Person Specification

Experience

• Background in managing day-to-day service delivery
• Experience of monitoring performance and working to agreed targets or KPIs.
• Experience of supporting staff development, training and/or induction.
• Experience of providing training on NHS systems including DIT3
• Experience of supporting service improvement or change initiatives.
• Experience of supporting recruitment, workforce planning and staff cover.

Skills

• Strong organisational and workload management skills, with the ability to prioritise effectively.
• Ability to supervise, motivate and support staff.
• Excellent written and verbal communication skills.

Knowledge

• Understanding of effective administrative and secretarial processes.
• Understanding of confidentiality, information governance and the appropriate handling of patient information.
• Understanding of the importance of accurate and timely documentation within patient pathways.
• Knowledge of Referral to Treatment (RTT) requirements and Cancer Waiting Times.
• Knowledge or experience of digital dictation systems such as Dit3
• Knowledge of Lorenzo or similar patient administration systems.

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.

Employer name

Mid and South Essex NHS Foundation Trust

£32,073 a yearPer Annum (Pro Rata for Part Time)