Admin Assistant

Job overview

The Band 3 Anticoagulant Service Administrator provides essential administrative support to ensure the safe and efficient delivery of anticoagulant care. This role is critical for maintaining timely patient pathways, safeguarding referral-to-treatment (RTT) compliance, and supporting clinical teams in managing complex anticoagulation processes.

The postholder will:

• Process referrals and book appointments within clinically defined timeframes.
• Handle high-volume patient communication, ensuring queries are resolved promptly and professionally.
• Maintain accurate clinical data across DAWN, Unity, and other Trust systems to support safe prescribing and monitoring.
• Issue timely correspondence to patients and GPs, reducing delays and improving continuity of care.
• Support operational resilience by providing reliable cover during staff absence, preventing service disruption and reducing reliance on premium staffing solutions.
• Contribute to patient safety and experience by ensuring efficient workflows, reducing DNA rates, and enabling clinicians to focus on direct care.

This role underpins compliance with NICE guidance and contractual standards, improves patient experience, and strengthens the overall efficiency of the Anticoagulant Service.

Main duties of the job

• Referral and Appointment ManagementProcess referrals, book and reschedule patient appointments in line with clinical timeframes, and update relevant systems accurately.
• Patient and GP CommunicationHandle telephone and written queries professionally, issue clinic letters and GP notifications, and maintain clear communication to support continuity of care.
• Clinic CoordinationArrange clinic room bookings and ensure schedules are updated to avoid conflicts and support efficient patient flow.
• Stock and Resource ManagementOrder and maintain adequate levels of clinical and office stock, ensuring supplies are available for smooth clinic operations.
• Data Entry and Record KeepingAccurately update patient records in DAWN, Unity, and other relevant systems, supporting safe anticoagulant management and compliance with standards.
• General Administrative SupportProvide comprehensive administrative assistance to the clinical team, including typing correspondence, preparing documentation, managing filing systems, photocopying, and supporting audits and reporting.
• Meeting SupportArrange meetings, prepare agendas, take accurate minutes, and distribute action notes as required.
• Confidentiality and ComplianceMaintain confidentiality of patient and staff information, adhere to Trust policies on Health & Safety, Infection Control, and Safeguarding.

Detailed job description and main responsibilities

Please see attached Job Description and Person Specification for full details of what this role entails