Job summary
Administrative Co-ordinator
37.5 hours per week (4 days per week Mon-Fri)
Permanent
Salary: £24,625 - £25,674 per annum
Closing date: 27th May 2025
Interview date: TBC
This post may close early due to high numbers of applications, so you are advised to apply promptly.
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
We welcome applications from the Armed Forces Community - get in touch to find out more
#JoinTeamEliot
Main duties of the job
- Take lead responsibility for setting up and managing administrative systems for the Physiological Sciences Service.
- To provide an efficient and professional administration service to the Physiological Sciences Service
- To ensure that all patient appointments and referrals are managed in a timely manner. With particular responsibility for meeting national targets especially linked to cancer waits
- To communicate over the telephone and personally with patients, clients, friends and relatives relaying accurate and applicable information as required.
- To communicate with internal and external professional bodies by phone, letter, fax and email ensuring data protection policies are adhered to at all times.
- To manage the day to day duties of the Band 2 admin and clerical staff.
About us
Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job description
Job responsibilities
- Take responsibility for dealing with referrals on receipt of referrals both internal and external.
- To take lead responsibility of updating the Lorenzo computer program with all relevant and applicable information. On the day of clinics welcome patients to department, arrive & depart patients on Lorenzo and arrange follow-up appointments as required.
- To input and manage referrals from both GP surgeries and other trusts.
- To input and manage Access Plans for all tests carried out in the Cardio Respiratory Unit.
- Take lead responsibility for the administration duties required to facilitate the running of the Physiological Sciences Service for both inpatient and outpatient referrals.
- Take responsibility for managing database of patients including referral dates and appointment dates.
- To be responsible for updating of database and audit of accuracy.
- To ensure that all patient notes are booked out to correct destination by placing details on the I-records system.
- To book clinic appointments for all diagnostic tests.
- To manage the E-Referral booking system.
- Write to patients General Practitioner, Consultant as required.
- To ensure that, if required, transport is ordered for patients as and when required.
- To answer telephone ensuring that information is correctly handled and disseminated for all situations.
- To photocopy information for Clinical Team as and when required.
- To be responsible for the general tidiness of the workplace and equipment therein.
- Prepare any correspondence as and when required and forward appropriately as per hospital information governance policies.
- To ensure data protection policies are adhered to at all times.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Job description
Job responsibilities
- Take responsibility for dealing with referrals on receipt of referrals both internal and external.
- To take lead responsibility of updating the Lorenzo computer program with all relevant and applicable information. On the day of clinics welcome patients to department, arrive & depart patients on Lorenzo and arrange follow-up appointments as required.
- To input and manage referrals from both GP surgeries and other trusts.
- To input and manage Access Plans for all tests carried out in the Cardio Respiratory Unit.
- Take lead responsibility for the administration duties required to facilitate the running of the Physiological Sciences Service for both inpatient and outpatient referrals.
- Take responsibility for managing database of patients including referral dates and appointment dates.
- To be responsible for updating of database and audit of accuracy.
- To ensure that all patient notes are booked out to correct destination by placing details on the I-records system.
- To book clinic appointments for all diagnostic tests.
- To manage the E-Referral booking system.
- Write to patients General Practitioner, Consultant as required.
- To ensure that, if required, transport is ordered for patients as and when required.
- To answer telephone ensuring that information is correctly handled and disseminated for all situations.
- To photocopy information for Clinical Team as and when required.
- To be responsible for the general tidiness of the workplace and equipment therein.
- Prepare any correspondence as and when required and forward appropriately as per hospital information governance policies.
- To ensure data protection policies are adhered to at all times.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Person Specification
Experience and Knowledge
Essential
- Working in a senior administrative role or suitable experience at a band 2 level to able progression
- Experience in a customer facing role
- Decision making and resolving complex work related issues.
Qualification and Professional Training
Essential
- ECDL or RSA Level 2 Typing Skills or equivalent
- Key Skills level 2 in Literacy or equivalent
- NVQ Level 3 or equivalent experience
Skills and Abilities
Essential
- Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel.
- Excellent understanding of general office working procedures
- Able to work using own initiative.
- Able to work as part of a team
- Able to collaborate with others
- Able to autonomously prioritise and plan workload to meet deadlines, often in a pressurised environment and be able recognise when to escalate to appropriate manager
- Excellent attention to detail and accuracy
- Positive and flexible approach to work
- Understands limits of own responsibilities
Desirable
- Awareness of current issues within the NHS
Other
Essential
- Flexible to the needs of the Service.
- Ensure high levels of confidentiality and communication are maintained
- Frequent and long period spent sitting at a desk using a keyboard
- A commitment to Equal Opportunities
Personal Qualities
Essential
- Excellent organisational skills.
- Good presentation skills
- Strong leadership skills
- Able to supervise staff in the absence of the Admin Team Lead
- Sound decision making skills
- Excellent level of verbal and written communication
- Able to demonstrate good persuasion and influencing skills
- Able to use judgement and initiative to provide information and support
- Able to apply tact and sensitivity to establish trust and confidence
- Empathetic approach to managing and resolving enquiries
- Able to manage difficult and distressing situations effectively
- Able to analyse problems and initiate appropriate solutions effectively
Person Specification
Experience and Knowledge
Essential
- Working in a senior administrative role or suitable experience at a band 2 level to able progression
- Experience in a customer facing role
- Decision making and resolving complex work related issues.
Qualification and Professional Training
Essential
- ECDL or RSA Level 2 Typing Skills or equivalent
- Key Skills level 2 in Literacy or equivalent
- NVQ Level 3 or equivalent experience
Skills and Abilities
Essential
- Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel.
- Excellent understanding of general office working procedures
- Able to work using own initiative.
- Able to work as part of a team
- Able to collaborate with others
- Able to autonomously prioritise and plan workload to meet deadlines, often in a pressurised environment and be able recognise when to escalate to appropriate manager
- Excellent attention to detail and accuracy
- Positive and flexible approach to work
- Understands limits of own responsibilities
Desirable
- Awareness of current issues within the NHS
Other
Essential
- Flexible to the needs of the Service.
- Ensure high levels of confidentiality and communication are maintained
- Frequent and long period spent sitting at a desk using a keyboard
- A commitment to Equal Opportunities
Personal Qualities
Essential
- Excellent organisational skills.
- Good presentation skills
- Strong leadership skills
- Able to supervise staff in the absence of the Admin Team Lead
- Sound decision making skills
- Excellent level of verbal and written communication
- Able to demonstrate good persuasion and influencing skills
- Able to use judgement and initiative to provide information and support
- Able to apply tact and sensitivity to establish trust and confidence
- Empathetic approach to managing and resolving enquiries
- Able to manage difficult and distressing situations effectively
- Able to analyse problems and initiate appropriate solutions effectively
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.
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 (Opens in a new tab).
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 (Opens in a new tab).
Additional information
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.
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 (Opens in a new tab).
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 (Opens in a new tab).
