Job summary
Admissions Co-ordinator
Department: Admissions Team, Department of Surgery
Band 4, £25,147 - £27,596 per annum
Hours: 37.5 All MKUH roles will be considered for flexible working
You will support the organisation, operational teams and clinicians by maintaining elective waiting lists whilst planning, coordinating and scheduling elective surgery adhering to internal processes and local and national policies. You must be able to work well under pressure, meet deadlines whilst remaining courteous and professional.
You must be able to demonstrate exceptional organisational skills. The role requires you to have the ability to multitask with prioritisation of tasks. The role can be very busy with varying demands depending on the needs of the service. You must be flexible to the changing needs of the department and teams.
You must enjoy working as part of a large team. The ability to build and maintain relationships is important. IT skills are essential with the ability to quickly learn new systems (training provided).
For enquiries, please contact Jenni Makri-Colman, Admissions Manager for Elective Surgery on 01908 996771 (direct line).
We reserve the right to close posts early if we receive a sufficient volume of applications.
Interview date: To be confirmed.
Main duties of the job
To deliver a professional, comprehensive, and efficient level of administration and coordination for elective admissions, consistently ensuring a patient-focused service which promotes good customer service and effective working relationships.
The post holder will oversee the accurate and timely inputting and maintaining of data-on-data systems, together with the associated correspondence, ensuring standard operating procedures are applied.
About us
80% of Administrative and Clerical colleagues feel that MKUH has made reasonable adjustments to enable them to do their work. (NHS Staff Survey 2023).
Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.
Job description
Job responsibilities
Proactive coordination of elective admissions in accordance with national and locally defined policies and standards, inclusive of ensuring pre-operative assessment and associated appointments have been undertaken, arrangement of specialist equipment or beds have been arranged and clinicians have reviewed and agreed to the case mix on their list.
Provision of a comprehensive senior administration service to clinicians and teams within a designated specialty, to support the provision of elective admissions for their areas. Escalating capacity or other issues as appropriate.
Monitoring of patient pathways, inclusive of updating relevant MKUH systems such as the Patient Tracking List (PTL) and taking proactive measures to support deliver within national and locally agreed policies and standards.
Attendance at meetings as required and liaising with other relevant department to manage patient pathways.
Communicating complex information to patients regarding their admissions, ensuring they have understood the information and instructions provided.
Discussing complex and contentious issues in relation to theatre list planning and capacity with clinicians and operational managements teams.
Using negotiation skills as necessary.
Responding to queries from clinicians, patients, GPs and other staff, ensuring that general data protection rules are adhered to, and excellent customer service provided.
Ensuring policies and process are adhered to.
Identifying opportunities for changes and efficiencies to processes to discuss with the Admissions Managers to create process and service improvements.
Providing support, advice and guidance to other members of administrative staff as required. Assisting with induction and training into the team for new starters.
Ensuring relevant Trust systems are updated inclusive of eCare and the Patient Tracking List (PTL) to ensure that admissions are appropriately recorded on the systems so that activity and performance is accurately represented. Completing entries on the bed booking and Theatre Efficiency spreadsheets to provide data on theatre list utilisation.
Please refer to the job description for further details.
Job description
Job responsibilities
Proactive coordination of elective admissions in accordance with national and locally defined policies and standards, inclusive of ensuring pre-operative assessment and associated appointments have been undertaken, arrangement of specialist equipment or beds have been arranged and clinicians have reviewed and agreed to the case mix on their list.
Provision of a comprehensive senior administration service to clinicians and teams within a designated specialty, to support the provision of elective admissions for their areas. Escalating capacity or other issues as appropriate.
Monitoring of patient pathways, inclusive of updating relevant MKUH systems such as the Patient Tracking List (PTL) and taking proactive measures to support deliver within national and locally agreed policies and standards.
Attendance at meetings as required and liaising with other relevant department to manage patient pathways.
Communicating complex information to patients regarding their admissions, ensuring they have understood the information and instructions provided.
Discussing complex and contentious issues in relation to theatre list planning and capacity with clinicians and operational managements teams.
Using negotiation skills as necessary.
Responding to queries from clinicians, patients, GPs and other staff, ensuring that general data protection rules are adhered to, and excellent customer service provided.
Ensuring policies and process are adhered to.
Identifying opportunities for changes and efficiencies to processes to discuss with the Admissions Managers to create process and service improvements.
Providing support, advice and guidance to other members of administrative staff as required. Assisting with induction and training into the team for new starters.
Ensuring relevant Trust systems are updated inclusive of eCare and the Patient Tracking List (PTL) to ensure that admissions are appropriately recorded on the systems so that activity and performance is accurately represented. Completing entries on the bed booking and Theatre Efficiency spreadsheets to provide data on theatre list utilisation.
Please refer to the job description for further details.
Person Specification
Qualifications and knowledge
Essential
- Good general education including English at GCSE (Grade C or above) or equivalent.
- Good standard of spoken English.
- Strong IT skills in relation to Microsoft packages including word/excel and Microsoft to NVQ level 3 or RSA III or equivalent experience.
- Understanding of confidentiality in the workplace.
Desirable
- Knowledge of Waiting list procedures.
- Knowledge of medical terminology.
- Knowledge of NHS Administration systems.
- Working knowledge of the local Patient Access Policy.
- Understanding of NHS plan and waiting targets.
Experience
Essential
- Minimum 6 months customer care work experience or previous clerical experience.
- Ability to input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines accurately and efficiently.
- Experience of working in a busy environment dealing with peaks of high workload.
Desirable
- Experience of handling inbound and outbound telephone calls of a potentially sensitive nature whilst recording information accurately into multiple electronic data systems.
- Experience of transcribing dictation or copy typing.
- Clerical experience in a healthcare environment.
Skills
Essential
- Excellent word processing skills / computer skills.
- Evidence of working under pressure to tight deadlines and deal with difficult situations e.g., patients, public and visitors.
- Good administrative skills.
- Strong organisational skills with ability to prioritise and plan a range of activities or programmes.
- Good attention to detail.
- Ability to make decisions using own initiative, exercising judgement to resolve patient and or staff queries
Personal and people development
Essential
- Willingness to attend training sessions to develop self and improve service provided to patients.
Communication
Essential
- Effective verbal and written communication skills.
- Good telephone manner.
- Good all round communication skills.
- Good customer service skills.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations.
- Computer literacy.
Person Specification
Qualifications and knowledge
Essential
- Good general education including English at GCSE (Grade C or above) or equivalent.
- Good standard of spoken English.
- Strong IT skills in relation to Microsoft packages including word/excel and Microsoft to NVQ level 3 or RSA III or equivalent experience.
- Understanding of confidentiality in the workplace.
Desirable
- Knowledge of Waiting list procedures.
- Knowledge of medical terminology.
- Knowledge of NHS Administration systems.
- Working knowledge of the local Patient Access Policy.
- Understanding of NHS plan and waiting targets.
Experience
Essential
- Minimum 6 months customer care work experience or previous clerical experience.
- Ability to input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines accurately and efficiently.
- Experience of working in a busy environment dealing with peaks of high workload.
Desirable
- Experience of handling inbound and outbound telephone calls of a potentially sensitive nature whilst recording information accurately into multiple electronic data systems.
- Experience of transcribing dictation or copy typing.
- Clerical experience in a healthcare environment.
Skills
Essential
- Excellent word processing skills / computer skills.
- Evidence of working under pressure to tight deadlines and deal with difficult situations e.g., patients, public and visitors.
- Good administrative skills.
- Strong organisational skills with ability to prioritise and plan a range of activities or programmes.
- Good attention to detail.
- Ability to make decisions using own initiative, exercising judgement to resolve patient and or staff queries
Personal and people development
Essential
- Willingness to attend training sessions to develop self and improve service provided to patients.
Communication
Essential
- Effective verbal and written communication skills.
- Good telephone manner.
- Good all round communication skills.
- Good customer service skills.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations.
- Computer literacy.
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.
