Clinical administration coordinator

Greater Peterborough Network; Peterborough; On-site; GBP 25,000 - 35,000; Full time

Job description

Job summary

To provide administrative support to clinical meetings and committees including the quality and patient safety committee, clinical and operational management group, quality safety review meetings.

To provide a highly professional, comprehensive, effective and efficient Administrative Support Service to the clinical management team including diary management, coordination of clinical on call rota and inbox management.

Attributes required 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. The post holder will be highly experienced with navigating clinical records to retrieve key information.

Main duties of the job

1. Dealing with enquiries from within the organisation and external agencies face to face, via telephone, Teams and email. Managing meetings involving external agencies.
2. Responsible for coordination of the clinical governance cycle and clinical management processes in partnership with the clinical quality lead planning meetings across all disciplines. Ensuring all administrative duties are covered including action logs, minutes and agendas.
3. Managing the complex diaries of the Clinical Team, coordinating and arranging meetings and ensuring they are fully prepared for meetings, with sufficient time for completing work and balancing their time as appropriate.
4. Responsible for co-ordination between clinical leads in order to initiate/produce reports, papers, presentations etc. for meetings and manage projects to competing deadlines.
5. Taking accurate formal and informal minutes/action notes of often highly complex meetings, typing and distributing minutes/action logs.
6. Monitoring the email inboxes of the clinical leadership team. Manage incoming and outgoing correspondence for the team using judgment and authority to prioritise, draft responses and delegate to other colleagues as appropriate.
7. Exporting information from various systems including SystmOne, rostering systems, mandatory training systems and others.
8. Manage the clinical on call rota.

About us

Our vision: To provide the patients of Greater Peterborough with high quality, sustainable healthcare that supports them to stay well and at home for as long as possible.

We are an ambitious at scale primary care organisation with a passion for integration and innovation.

We provide:

• Enhanced evening and weekend access to General Practice.
• Deliver at scale services to improve the health and wellbeing of the populations we serve.
• Home visiting and community services
• Virtual ward services.
• Advice to ambulance crews to help patients remain at home or to see the most appropriate secondary care team.
• Recruitment, induction and support of workforce through a team dedicated to supporting Primary Care Networks and hosting of the Cambridgeshire & Peterborough Training Hub.

Our principles

• To attract innovation and investment into primary care.
• To be dynamic always seeking out new opportunities.
• To be the primary care provider at scale - supporting delivery of services at place level that benefits our patients and members.
• To engage our clinical community identifying local clinical leaders to drive service redesign and delivery across our place.
• To face challenges head on, working collaboratively to deliver solutions.

Person Specification

Qualifications

Essential

• Educated to degree level or NVQ level 4 Customer Service/ Business Admin /ITQ or equivalent professional experience

Experience

Essential

• Previous NHS experience
• Previous experience of reviewing clinical information/records and extracting information in response to enquiries.
• Previous experience of coordinating safeguarding/patient safety matters.
• Experience of managing multiple workloads for senior clinical staff
• Secretarial and /or complex administrative experience
• Prioritising, planning and organising own and others tasks
• Working within guidelines
• Experience of dealing with difficult situations and confrontations
• Data entry experience and documentation
• Diary management

Desirable

• Previous experience as Personal Assistant to Senior Staff
• Experience of managing a project

Knowledge & Skills

Essential

• Knowledge of patient information systems
• Knowledge of Medical Terminology
• Proficient in the use of Microsoft office packages including word, excel and outlook, PowerPoint and Microsoft teams
• Confidentiality and data protection processes and procedures
• Customer service
• Good working knowledge of office procedures and all Microsoft office packages
• Awareness of anti-discriminatory issues
• Ability to take minutes to a high standard
• Excellent IT skills ability to use Microsoft office applications including spreadsheets and email
• Ability to store and safeguard confidential documents
• Ability to work to tight deadlines and maintain concentration in a pressurised working environment
• Ability to use own initiative and work autonomously
• Decisive and able to use own judgement
• Excellent verbal and written communication skills
• Understanding the need of confidentiality
• Customer care skills, diplomacy, sensitivity and ability to analyse situations
• Able to work both independently and as part of a team
• Excellent communication skills including telephone, email, face to face
• Ability to develop templates for letters
• Ability to analyse and present complex data
• Ability to manage projects
• Ability to adapt to change

Desirable

• Knowledge of NHS agenda and government targets, implementing and proposing changes to policy within own work area

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

Greater Peterborough Network
Address

Allia Future Business Centre

London Road

Peterborough

Cambridgeshire

PE2 8AL

Employer's website