Job summary
The Northern Contraception, Sexual Health and HIV Service are looking for an experienced Clinic Coordinator to join our fantastic team.
The post is be based at Withington Community Hospital, however flexibility to travel across The Northern Service is essential.
Working as part of a friendly admin team you will have excellent communication skills and be able to work calmly under pressure using your own initiative, with an ability to prioritise work to meet deadlines.
Essentially, we are looking for a good standard of general education along with previous experience of dealing with patients or customers, and a good level of computer literacy.
We would expect the candidate to be a good team player with a flexible approach to work, providing assistance to your colleagues and cover for sickness and annual leave, helping to ensure an effective administrative service at all times.
The working pattern is Monday to Friday.
Timings: Mon - Wed, 0800 - 1900, Thur, 0800 - 1700 , Fri 0800 - 1300. The successful candidate is expected be able to do any shifts within those time frames, totaling the 28hrs per week.
Previous applicants need not apply.
Main duties of the job
- Contribute to the provision of a customer-centric reception service, communicating effectively with patients, staff and visitors, and ensuring their needs are met. Where appropriate, prepare, co-ordinate, cancel and rebook clinics / appointments.
- Where appropriate, undertake the validation of outpatient clinics.
- To assist in arranging procedures, investigations, appointment and admissions and, where appropriate to the specialty, maintain waiting lists using initiative and judgement, working to Trust priorities and deadlines including 18 week pathway, liaising with departments andexternal bodies as appropriate.
- Responsible for creating and maintaining patient records, ensuring their appropriate availability.
- Use appropriate tracking system for patient records.
- Undertake data input to clinical and corporate systems, ensuring that timely updates are made.
- Provide upon request statistical data for audit and research purposes, including the preparation of reports, documents, spreadsheets, presentations etc.
About us
MFT is one of the largest NHS Trust In England with a turnover of £2.6bn & is on a different scale than most other NHS Trusts. We're creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.
Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 28,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate so you'll benefit from a scale of opportunity that is nothing short of extraordinary.
We've also created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research, and innovation through the introduction of Hive; our Electronic Patient Record system which launched in September 2022.
We're proud to be a major academic Research Centre & Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programmes. What's more, we're excited to be embarking on our Green Plan which sets out how MFT continues to play its part in making healthcare more sustainable.
At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open, and transparent, protecting your health and wellbeing and shaping the future of our organisation together.
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Person Specification
Knowledge/Experience/Skills
Essential
- Previous experience in administrative roles or similar positions, demonstrating competence in performing administrative tasks and responsibilities.
- Ability to manage multiple tasks, prioritise workloads, and meet deadlines efficiently.
- Strong written and verbal communication skills to interact effectively with colleagues, clients, and external stakeholders.
- Keen eye for detail to ensure accuracy in administrative tasks such as data entry, record keeping, and documentation.
- Capacity to identify issues, analyse problems, and propose effective solutions independently or collaboratively.
- Proficiency in managing time effectively and allocating resources efficiently to accomplish tasks within specified time frames.
- Competency in using office software such as word processing, spreadsheet, and presentation applications, as well as familiarity with email and internet usage.
- Understanding of the importance of maintaining confidentiality and handling sensitive information with discretion and integrity.
- Flexibility to adapt to changing priorities, procedures, and environments in a dynamic workplace.
- Initiative to take on additional responsibilities, anticipate needs, and suggest improvements to enhance efficiency and productivity.
- Ability to mentor Clerical Officers, providing guidance and support for their professional development, while efficiently coordinating their activities to optimise administrative processes.
Desirable
- Prior experience as a Coordinator or Medical Secretary in a hospital setting, demonstrating proficiency in healthcare-specific administrative tasks.
- Familiarity with healthcare information systems and administrative software commonly used in hospitals (e.g., Electronic Health Records, Hospital Information Systems) to facilitate data management and reporting.
- Understands the Sexual Medicine, HIV, and Contraception speciality, with a focus on supporting patients and staff in these areas.
Person Specification
Knowledge/Experience/Skills
Essential
- Previous experience in administrative roles or similar positions, demonstrating competence in performing administrative tasks and responsibilities.
- Ability to manage multiple tasks, prioritise workloads, and meet deadlines efficiently.
- Strong written and verbal communication skills to interact effectively with colleagues, clients, and external stakeholders.
- Keen eye for detail to ensure accuracy in administrative tasks such as data entry, record keeping, and documentation.
- Capacity to identify issues, analyse problems, and propose effective solutions independently or collaboratively.
- Proficiency in managing time effectively and allocating resources efficiently to accomplish tasks within specified time frames.
- Competency in using office software such as word processing, spreadsheet, and presentation applications, as well as familiarity with email and internet usage.
- Understanding of the importance of maintaining confidentiality and handling sensitive information with discretion and integrity.
- Flexibility to adapt to changing priorities, procedures, and environments in a dynamic workplace.
- Initiative to take on additional responsibilities, anticipate needs, and suggest improvements to enhance efficiency and productivity.
- Ability to mentor Clerical Officers, providing guidance and support for their professional development, while efficiently coordinating their activities to optimise administrative processes.
Desirable
- Prior experience as a Coordinator or Medical Secretary in a hospital setting, demonstrating proficiency in healthcare-specific administrative tasks.
- Familiarity with healthcare information systems and administrative software commonly used in hospitals (e.g., Electronic Health Records, Hospital Information Systems) to facilitate data management and reporting.
- Understands the Sexual Medicine, HIV, and Contraception speciality, with a focus on supporting patients and staff in these areas.
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.
