Job vacancy: Administration Co-ordinator, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area: Administration Co-ordinator
Grade: 3
Contract: Fixed term: 9 months (9 months from start of employment)
Hours: Part time - 22.5 hours per week
Job ref: 216-NB-DA7819752-A

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Child Development Centre
Town: Plymouth
Salary: £24,937 - £26,598 £24,937 - £26,598 per annum
Salary period: Yearly
Closing: 13/04/2026 23:59

Administration Co-ordinator

3 Detailed job description and main responsibilities

1. To coordinate waiting lists for relevant clinical pathways and support opportunities including (but not limited to):

a. Pre-school social communication pathway

b. School-age autism spectrum pathway

c. ADHD pathway

d. Parent/young person workshops

2. To ensure a timely response is offered when referrals are received for assessment or support, providing relevant information to young people and families

3. In liaison with relevant clinical leads, to provide data relating to waiting times for assessment pathways both as an over-arching summary and in relation to individual patients

4. To communicate with young people and parents regarding their progress through an assessment pathway via phone, e-mail and in writing

5. To coordinate with the clinical team to ensure appointments required as part of an assessment pathway are scheduled and any outcomes recorded/actioned

6. To support the clinical leads in coordinating multi-disciplinary meetings including producing agenda, gathering relevant information/reports and recording & actioning outcomes

7. To support the Designated Clinical Officer for SEND (DCO) by liaising with the local authority regarding requests for health information, passing these requests to relevant clinicians if needed

8. To respond to telephone or e-mail queries from young people, families and other professionals regarding assessments

9. To monitor clinical utilisation to ensure best use of resources and clinical time

10. To distribute questionnaires or outcome measures as required in the context of assessment or support for a young person or family

11. To attend and take minutes within meetings where required

12. To provide a point of contact for parents, carers and young people who may wish to access workshops provided by the Community Paediatric team

13. To escalate concerns to clinical leads regarding any delays in assessment or information sharing

14. To support the clinic team in their response when young people are not brought for an appointment

15. To support delivery of specific projects or service developments under the guidance of relevant clinical leads

For further details please see enclosed JD and PS

Person specification

KNOWLEDGE & EXPERIENCE

Essential criteria

Demonstrable experience of using IT systems including spreadsheets
Previous proven knowledge and demonstrable experience of working in an office and/or customer care environment
Understanding of confidentiality and Data Protection
Excellent organisational skills
Proven ability of using initiative

Desirable criteria

Proven knowledge of processes within the NHS
Previous demonstrable experience of coordinating administrative processes

QUALIFICATIONS

Essential criteria

NVQ 3 or equivalent qualification/demonstrable experience

APTITUDE & ABILITIES

Essential criteria

Good interpersonal, communication (written and verbal) and reporting skills
Able to empathise, be supportive and sensitive to the needs of others as well as being able to cope with distressing circumstances
Ability to use a practical problem-solving approach in everyday situations
Ability to work calmly and methodically when under pressure in a busy environment
Time management skills
Accuracy

Desirable criteria

Understanding to Trust waiting list policies within the workplace

DISPOSITION, ATTITUDE & MOTIVATION

Essential criteria

Ability to work effectively in a team
Ability to work on own initiative, work unsupervised and manage own workload
Proactive

OTHER FACTORS

Essential criteria

Willingness to learn
Adapt to change

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.