Service Coordinator

Great Ormond Street Hospital; London; On-site; GBP 28,000 - 35,000; Full time

Job summary

Great Ormond Street Hospital is seeking an experienced administrator for the Orthopaedics team. This role involves comprehensive administrative support, managing clinics, facilitating communications, and working closely with clinical professionals to ensure patient services are delivered effectively and efficiently.

Qualifications

• Experience in an administrative role, particularly in a clinical/medical environment.
• Familiarity with medical terminology or willingness to undergo training.
• Experience with patient information systems and confidentiality management.

Responsibilities

• Provide high-level administrative support to the Orthopaedics team.
• Manage communications for new referrals and ensure timely clinic preparations.
• Liaise with internal and external stakeholders regarding patient appointments.

Skills

Word processing skills

Excellent communication skills

Ability to manage a busy workload

Diary management skills

Proofreading skills

Education

GCSE Level or equivalent

Tools

Microsoft Office

Job description

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The post holder will be an experienced administrator responsible for providing high level administrative support to the service in the Orthopaedics team.

You will be required to work as a team player within the Clinical Unit and provide a comprehensive administrative service working with a Clinical team including Consultants, Clinical Nurse Specialists and other Service Coordinators. This more senior role involves managing clinics and subsequent correspondence, providing excellent customer service to patients and families, and undertaking pathway management and validation. As well as working closely with the Consultants, Allied Health Professionals, Registrars and Clinical Nurse Specialists within the Trust, you may also be asked to liaise with external agencies. You must be able to work calmly under pressure and have a proven track record in using your own initiative and prioritizing your workload in to meet tight deadlines.

You will be highly computer literate and must be willing to work as team player within a busy environment with a positive ‘can do’ attitude. You will have excellent audio typing skills and communication skills.

Main duties of the job

• To ensure that all correspondence and preparation for clinic letters (including outsourced audio typing and locally generated typing, including audio typing as required) relating to the consultants is accurate and produced within agreed time frames.

· As and when required to accurately type non-routine/urgent patient related information including medical reports, discharge summaries etc. within specific time frame.

· To be the focal point for all new referrals and support the appointment process through effective communication with all relevant parties (Central Booking Office, Radiology, patient / families etc.) in accordance with GOSH’s Departmental Referral Registration Process Trust’s Access Policy and stipulated timescale.

· To be responsible for ensuring appropriate cross-cover arrangements are used to review all referrals within the stipulated timescales

· To facilitate the process when outpatient clinics need to be cancelled ensuring all relevant parties are notified in-line with the Trust’s DNA, Cancellation and No response Policy.

· If relevant, to liaise with the waiting list administrator with regards to the waiting list and date patients as per instruction

· Arrange appointments, transport for patients, booking patient hotels, translators as required. To be responsible for management of meetings for the service, including booking venues, preparing and distributing all papers, taking and distributing accurate minutes and carrying out actions as necessary.

· At the request of the Consultant, to complete the relevant forms to add new clinics or amend existing clinic templates on Epic and forward information to the Central Booking Office in-line with the Trust Access Policy

· Ensure health records, radiology reports and other investigations are available as and when required

· As and when required to gather further patient information from internal / external sources

· To undertake other duties as requested and appropriate to the grade as delegated

Working for our organisation

GOSH is committed to recruiting the best person for the job, based solely on their ability and individual merit as measured against the criteria for the role; through a process that is fair, open, consistent and free from bias and discrimination.

We are committed to being a diverse and inclusive employer and foster a culture where all staff are valued, respected and acknowledged. All applicants will receive consideration for employment without regard to race, colour, national origin, religion, sexual orientation, gender, gender identity, age, disability status or length of time spent unemployed.

We particularly welcome applications from BAME communities, people with disabilities and/or long-term health conditions and LGBT+ community members.

We have policies and procedures in place to ensure that all applicants and employees are treated fairly and consistently. We are proud to be accredited as a Disability Confident Employer, a member of Business Disability Forum and a Stonewall Diversity Champion.

We have active and Executive supported BAME, LGBT+ and Allies, Disability and Long-Term Health Conditions and Women’s staff networks. Staff networks are employee-led groups formed around interests, issues and a common bond or background. Staff network members create a positive and inclusive work environment at Great Ormond Street Hospital by actively contributing to the Trust’s mission, values and efforts specific to inclusion. All of our staff networks are open to any employee.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. For both documents please view the attachment/s below.

Person specification

GOSH Culture and Values

• GOSH Values
• Educated to GCSE Level or equivalent

Experience/Knowledge

• Experience of working in an administrative role
• Experience of working in a clinical / medical environment
• Experience of using Microsoft Office programmes
• Experience of working with sensitive information and maintaining confidentiality
• Medical Terminology or commitment to undertake training
• Experience of using patient information systems

Skills/Abilities

• Word processing skills, including accurate proof reading
• Ability to communicate clearly with patients by phone
• Ability to manage a busy and varied workload
• Ability to work autonomously with the confidence to make decisions
• Ability to maintain a professional attitude in a pressurised environment
• Diary management skills
• Ability to manage a busy and varied workload
• Excellent communication and interpersonal skills including the ability to exercise diplomacy