Job summary
- Main area
- Medicine
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (4 days per week Mon-Fri)
- Job ref
- 230-12535595-MED-A
- Employer
- George Eliot Hospital NHS Trust
- Employer type
- NHS
- Site
- George Eliot Hospital NHS Trust
- Town
- Nuneaton
- Salary
- £24,625 - £25,674 per annum
- Salary period
- Yearly
- Closing
- 27/05/2025 23:59
Employer heading
Administrative Co-ordinator - Physiological Sciences
NHS AfC: Band 3
George Eliot Hospital NHS Trust opened in 1948 and provides a range of elective, non-elective, surgical, medical, women’s, children’s, diagnostic and therapeutic services to a population of more than 350,000 people.
The hub of the Trust is located on the outskirts of Nuneaton and its services cover a large footprint, including north Warwickshire, south west Leicestershire, and north Coventry. We also provide primary and community services across Coventry, Warwickshire and Leicestershire.
Our vision is "to EXCEL at patient care". If you think you've got what it takes, help us realise this and join #TeamEliot.
Don’t meet every single requirement? Studies have shown that women and people of colour aren’t as likely to apply unless they meet every qualification of non specialist roles.
We’re dedicated to building a diverse, inclusive workplace, so if you’re excited about this role and meet our values, but your experience doesn’t align perfectly with everything in the Job Description or Person Specification– apply anyway or email the Recruiting Manager to discuss the role further
We are proud to support the Armed Forces community. We are a Veteran Aware and Reservist Friendly organisation and welcome applications from Veterans, Reservists, Cadet Instructors, and family members of serving personnel.
Job overview
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.
Working for our organisation
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.
Detailed job description and main 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 patient’s 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 criteria
- 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 criteria
- 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 criteria
- 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 criteria
- Awareness of current issues within the NHS
Other
Essential criteria
- 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 criteria
- 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
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Jordan Garner
- Job title
- Team Lead - Administration
- Email address
- [email protected]
- Telephone number
- 02478865128
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