Medical Admin Clinic Coordinator

Job description

Job responsibilities

Duties and Responsibilities

Processing all paperwork for admissions and discharges.

Co-ordinating the clinics for visiting Consultants, arranging rooms, parking, and refreshments, as necessary.

o Audiology Clinic

o Ophthalmology Clinic

o Epilepsy Clinic

o Orthopaedic Clinics

o Respiratory clinic

o Palliative Care clinic

Co-ordinating other clinics that are held off site.

o Dental clinic

(The above clinic lists are not exhaustive)

Explore possible increase in specialist clinics and use of administration resource.

Follow-up clinic appointments and other requests made by the Medical Team.

Audiotyping of above-stated clinic letters.

Co-ordinate the schedule for medical students and other medical visitors including work experience.

Complete departmental health & safety returns.

Supporting the Medical Secretaries with incoming mail, prioritising items for the appropriate individuals personal attention and re-directing items as appropriate.

Maintaining effective manual and computerised filing/record systems, including confidential files, so that relevant information or documents may be retrieved rapidly including scanning all in-and out-going documentation and saving in appropriate location in childs electronic file for electronic back up copy.

Support the archiving and filing of medical notes.

Formatting and sending of referral letters for the above stated clinics.

Working closely with the Medical Secretaries to enable cross-cover during periods of absence.

Other duties that are necessary to assist the Medical Secretaries in the day-to-day care of the children/young adults.

Support the Medical Business Manager with clerical and administrative duties.

Deliver post and pathology specimens to and from Reception in a timely manner.

Keep Emergency Procedures Folders up to date.

Ensure that office equipment is available and in good order.

Skills and Responsibilities

Able to demonstrate excellent communication and organisational skills and manage a varied workload.

A forward thinking and flexible approach is essential as is the ability to work under pressure while remaining calm.

Health Records: Ensure that medical records are kept up to date during a childs stay and that health records are collated post-discharge in preparation for archiving by:

Setting up files and templates ahead of admission, including obtaining medical information.

Streamlining filing systems, ensuring documentation in files is up to date during the childs stay.

Assisting the Medical Secretaries with the co-ordination of solicitors requests, photocopying medical records in a timely manner.

Management of self and others

Developing self to improve personal performance.

To provide cover for members of the Medical Admin Team during periods of sickness and annual leave.

Participation in an annual Performance Development Review, including taking responsibility for maintaining a record of own personal and/or professional development.

Communication

Able to demonstrate excellent communication and organisational skills and manage a varied workload.

A sympathetic and diplomatic telephone manner and maintain confidentiality at all times.

Governance

Ensuring strict confidentiality at all times, only releasing information to those acting in an official capacity and with appropriate authority.

Professionalism

Takes action and raises concerns.

Adhere to the policies and procedures of The Childrens Trust.

Maintain professional boundaries and professionalism at all times.

Committed to demonstrating the organisations values and behaviours at all times.

Health and Safety

Adheres to all Health and Safety guidelines, principles, and regulations to perform your role and comply with The Childrens Trust policies and procedures.

Provide evidence of all vaccinations (or medical exemption) required for the post.

Adhere to manual handling procedures and complete mandatory manual handling training.

Promotes the health and safety of others.

Uses the incident reporting and risk assessment system (IRAR), to identify and report risks and incidents/actions if directed.

Responsible for identifying and mitigating risk within the work environment.

Wellbeing and Emotional Resilience

Maintains a positive approach and outlook when dealing with change and overcoming challenges and problems.

Recognises own limitations, develops realistic goals, and uses support network resource when or if necessary.

Treats challenges and problems as a learning experience.

Remains organised and focused when under pressure.

Responds appropriately and effectively to all constructive feedback.

Motivates self and others.

Person Specification

Knowledge

Desirable

• Medical knowledge.

Personal Qualities

Essential

• Commitment to the vision and values of The Childrens Trust.
• Flexible and can do attitude to competing commitments in workload.
• Highly motivated and reliable.
• Ability to cope working in a demanding environment with changing priorities.
• Ability to work unsupervised

Skills & Abilities

Essential

• Excellent organisational skills with strong administrative experience.
• Strong time management skills.
• Highly organised, strong attention to detail and aptitude for working methodically.
• Ability to embrace change and new challenges and learn new skills with a positive attitude.
• Remain calm under pressure with the ability to multi-task .
• Strong interpersonal skills with the ability to display discretion when dealing with confidential and sensitive information.

Desirable

• Audio typing.

Experience

Essential

• Working under pressure in complex and demanding environments and to specific timeframes.
• Ability to build strong relationships with clients .

Desirable

• Previous experience working in an Administrative role within a medical setting.

Qualifications

Essential

• Educated to GCSE Level with Maths & English at Grade C or above (equivalent).
• Proficient in Microsoft Office programmes.

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.

Employer details

Employer name

The Children's Trust

Address

The Childrens Trust

Tadworth Court

Tadworth

Surrey

KT20 5RU

Employer's website

https://www.thechildrenstrust.org.uk/jobs (Opens in a new tab)