Administration Co-ordinator

Job overview

Administrative processes underpin all of our clinical activity at UCLH, which means our dedicated and enthusiastic patient administration workforce are vital to the delivery of first-class care.

The Admin Coordinator works as part of the administrative team under the supervision of the Administration Team Leader, and performs the following functions:-

• •         Provide a high quality medical secretarial service to all medical staff.
• •         Produce correspondence for clinical staff in connection with patients attending for treatment at the Hospital.
• •         Distribute incoming and outgoing post to appropriate staff on a daily basis.
• •         Responsible for the turnaround time of both clinical and non clinical workload to meet Trust guidelines.
• •         Respond to enquiries either by phone or in person promptly or efficiently.
• •         To provide cross cover for other Medical Secretaries as and when the need arises.
• •         To assist in the organisation and prioritising of all workload ensuring the delivery of a time efficient service to all who use the department

Main duties of the job

• Communicating clearly and effectively with the multidisciplinary team, patients, and their families, responding to telephone and email correspondence in a timely manner, acting as a point of contact for the department and specialty, and using developed communication skills to deal with stressful situations and patient complaints Receiving and registering referrals, and booking appointments for patients in line with the Trust’s Elective Access Policy, proactively monitoring the patient pathway to identify potential delays, taking part in PTL meetings, and ensuring adequate preparation for clinics or admissions. Acting as secretariat for specialty meetings, providing diary management and support to the clinical team and supporting them on Trust administrative processes.
• Ensuring patient demographic data is correct and that data capture is accurate and timely, proactively identifying trends and taking action to address them, and administering and maintaining all relevant hospital information systems. Providing supervision to administrative assistants, including delegating tasks and duties, providing training to colleagues, cascading information within the team, and providing cross cover for other administrative staff.

Detailed job description and main responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

Come and be a part of the best NHS trust in England to work for, according to our staff*  * UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England – for the third year in a row.

UCLH recognises the benefits of flexible working for staff – To find out more, visit: Flexible working.   To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?