Administration Co-Ordinator

Job description

Job responsibilities

Manage outpatient clinic activity across services, including booking, rescheduling and cancellation of facetoface, telephone and virtual appointments, managing clinical outcomes, maintaining clinic diaries, waiting lists, followup queues, PTLs and tracking systems in line with Patient Access Policy and RTT requirements.Monitor pathways and waiting times, prioritising urgent cases, identifying and escalating potential breaches, managing DNAs appropriately, producing overdue followup reports and supporting clinic utilisation, capacity planning and additional clinics where required.Register and manage referrals using PAS and electronic referral systems, including tertiary referrals, ensuring timely processing, coordination of clinical triage, accurate case note tracking and maintenance of referral documentation and filing systems.Provide a professional, empathetic first point of contact for patients, parents, carers, clinicians, GPs and partner organisations, handling high volumes of telephone, written and facetoface enquiries, including complex or sensitive situations, complaints and PALs queries.Provide clear, accurate nonclinical information on appointments, procedures and clinic arrangements, arranging interpreters and reasonable adjustments to support equitable access to services.Provide a professional clinical typing and correspondence service using audio transcription and copy typing systems, ensuring accurate use of medical terminology, verification of patient demographics, timely action and distribution of correspondence in liaison with clinical staff.Support clinics, meetings, programmes and events, including scheduling, preparation of papers and packs, minute taking, action tracking, updating circulation lists and maintaining accurate postmeeting or postclinic documentation.Support programme and service activity through accurate data entry and maintenance of spreadsheets, databases and monitoring tools, ensuring information quality, data integrity and compliance with Trust policies.Maintain records management standards, ensuring paperwork is completed, scanned, filed and tracked appropriately, and manage stock control, stationery orders, invoices and expense claims in line with Trust procedures.The best people, giving the safest care, providing outstanding experiencesAct as a systems superuser for designated Trust systems, supporting colleagues, contributing to service improvement, digital developments and the introduction of new IT applications and modernisation initiatives.Work flexibly as part of a team, providing crosscover as required, supporting colleagues with complex activity, contributing to training and induction of new staff and deputising for senior colleagues where appropriate.Ensure compliance with national, Trust and departmental policies, including confidentiality, safeguarding, health & safety and equality and diversity, attending relevant meetings and contributing to incident review, governance and continuous improvement activity.

Person Specification

Qualifications & Learning

• 5 GCSE's or equivalent
• NVQ 3 in customer care and business administration or equivalent experience in a clerical role

• Leadership qualification
• ECDL
• NVQ 3 in customer care and business administration or equivalent experience in a clerical role

Experience

• Proven experience working in a clerical role

• Proven experience in a clerical role within the NHS
• Proven experience of staff management

Skills, Knowledge & Aptitudes

• Knowledge of administrative and management procedures and practices
• Knowledge of MS Office, Excel and basic keyboard skills
• Excellent communication skills, both verbal and written
• Good communication and interpersonal skills at all levels
• Ability to work as part of a team
• An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries

• Experience of Meditech
• Understanding of Trust policies and NHS agenda
• Knowledge of the Trust's rules regarding confidentiality
• Knowledge of specialist medical terminology

Personal Attributes

• Good time management skills
• Good organisational skills
• Able to maintain a professional approach when working under pressure
• Be able to maintain confidentiality

• Ability to work flexibly
• Appropriately assertive
• Self-motivated and enthusiastic

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

Employer details

Employer name

Liverpool Women's NHS Foundation Trust

Address

Liverpool Women's Hospital

Crown Street

Liverpool

L8 7SS

United Kingdom

Employer's website

https://www.liverpoolwomens.nhs.uk/