Assistant Coordinator - Clinical Support Services
Job Description
Job summary
The Assistant Coordinator will provide support, deputise, work alongside and report to the Clinical Services Coordinator to ensure that the Clinical Services Operational area is seamless on matters including but not limited to:
Coordinating current and new services including rota management, stock ordering, liaising with patients, booking appointments, checking monthly timesheets/invoices and expenses. Carrying out patient feedback for all services alongside general Administrative duties.
This role requires a flexible, organised and experienced Coordinator, with excellent communications skills, who is IT literate and who works to a proficient level in excel.
Main duties of the job
To work under the direction of Clinical Services Coordinator to provide a highly professional, comprehensive administration support to Clinical Services.
To develop and enhance current reports / systems and processes.
Attributes of the successful candidate will include high levels of professionalism, discretion and confidentiality, calmness under pressure and a friendly approachable style.
About us
Bexley Health Neighbourhood Care (BHNC) is a GP Federation supporting the 19 Bexley Practices / 4 PCNs who are working collaboratively to enhance the health and wellbeing of Bexley residents, covering over 246,000 patients.
The goals of BHNC are to work strategically with all Bexley Primary Care Networks (PCNs), to help secure the best services for patients whilst working together, to support the member practices in the challenges of a changing NHS.
Bexley Health Neighbourhood Care (BHNC) aims to improve the morale of PCNs / general practice in Bexley, by sharing expertise, services and supporting its workforce. BHNC will make a positive impact on medical services in Bexley, by working closely with the CCG, local NHS trusts, local providers and patient groups, to improve the delivery of healthcare to the local population.
Job responsibilities
Job Title:
Assistant Coordinator - Clinical Support Services
Salary:
£27,485 -30,162
Speciality :
Clinical Services , Head office
Hours:
37.5 (Flexible - cover between 8am 6pm)
Employment Type:
Permanent
Accountable to:
Operations Manager
Responsible to:
Director of Operations
Responsible for:
Administration Support for Clinical services
Location:
Office Location and visiting various sites across Bexley
To work under the direction of Operations Manager to provide a highly professional, comprehensive administration support to Clinical Services.
To develop and enhance current reports / systems and processes.
Attributes of the successful candidate will include high levels of professionalism, discretion and confidentiality, calmness under pressure and a friendly approachable style.
They will be highly literate, with exceptional attention to detail, and will be able to effectively prioritise numerous tasks and work under pressure to achieve tight deadlines
Provide support to Operations Manager and Director of Operations
Attending meetings as required taking notes and actions.
Rota management, ensuring efficient coordination of appointments and managing calendars for various services
Publishing rotas and responding to requests from clinicians applying for work sessions.
Answering telephones and booking, rebooking, and cancelling patient appointments
Developing bespoke clinical templates and providing direction to practices
Understand the importance of providing excellent service to patients, addressing enquiries and concerns professionally, including call-handling skills
Enhance collaboration with healthcare professionals, administrators, and support staff to ensure smooth operations.
To support the wider team in day to day running of clinical services.
Accepting requests for work sessions via our platform Teamnet.
Responding to emails / enquiries from clinicians and patients
To support service mobilisation plans as required for delivery of new services.
To liaise with the Director of Operations re services during the Operations Managers absence
To provide administrative support to the Operations manager
Provide support to wider administration team during times of high demand, this could be for back office or patient facing reception cover
Inbox management of specific service folders.
Dealing with enquiries face to face, via telephone, and email (internal and external).
Gathering information for the production of reports and presentations as required.
To support the start-up of new short-term projects when needed.
To support with multiple projects as required.
On occasion you may be required to deliver stock to EA sites in preparation for clinics, from the stock held at the office.
Ensure team are aware of any stock orders that need to be placed in a timely manner for future clinics.
Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and / or professional development
Participate in any training programme implemented by the management team
Effectively manage own time, workload and resources
Assess own performance and development and take accountability for own actions, either directly or under supervision.
Maintain confidentiality at all times.
Represent the organisation positively and professionally, behaving as an ambassador for BHNC by displaying the organisations values and levels of expected professionalism at all times.
Demonstrate interpersonal skills when dealing with all levels of staff across the BHNC / PCNs using persuasion, tact and reassurance where necessary.
Handle confidential patient material in a sensitive and discrete fashion in compliance with Bexley Health Neighbourhood Care policy and procedure.
To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations.
Liaise with other departments and members of the Bexley Health Neighbourhood Care and other organisations to ensure the smooth running of the role to assisting the functioning of the PCN team.
Work within BHNC policies and procedures.
To review current ways of working to reduce / eliminate repetition.
Maintain confidentiality at all times.
Represent the organisation positively and professionally, behaving as an ambassador for the PCN by displaying the organisations values and levels of expected professionalism at all times.
Take responsibility for supporting own development learning and performance.
Work within BHNC policies and procedures.
To work flexibly in line with business need.
This list is not exhaustive, and additional tasks may be required.
Person Specification
Qualifications
Essential
- NVQ level 3-4 / 2 A levels or equivalent
- Customer Service
Desirable
- Secretary qualification or equivalent
- Business Administration
Experience
Essential
- NHS experience
- Secretarial and/or complex administrative experience
- Prioritising, planning and organising own and others tasks
- Experience of dealing with difficult situations and confrontations
- Data entry and analysis experience and documentation
- Experience working in a fast-paced environment in healthcare
Desirable
- Previous experience of working in primary care
- Previous experience of EMIS/Accurx
- Knowledge of Microsoft programs Word/Excel (intermediate) /PowerPoint
Analytical & Judgmental Skills
Essential
- Excellent analytical skills, ability to interpret and present data
- Ability to assess a professional situation, determine the nature and severity of the problem and utilise knowledge and experience to deal with the problem,
- Recognise that they are personally responsible for decisions made and recognises when to refer patient care to more suitable care providers,
- Able to identify and raise risk management issues according to policy/protocol,
- Excellent attention to accuracy and detail within administrative tasks.
- Recognises priorities when problem solving, identifying deviations from normal patterns, and is able to refer these where required for resolution
Communication & Relationships
Essential
- Excellent communication skills, with the ability to select, adjust and use appropriate forms of ...
