Administration Co-Ordinator

To have complete responsibility for the clinicians diaries, utilising an excellent knowledge of out-patient clinics, including face to face, telephone and virtual bookings, the duration of appointment times as directed by the clinician.

The production of letters which inform patients of the appropriate appointment times and media type. The bookings can require sensitive negotiations with patients relating to their availability for clinic, with consideration being given to the correct application of the Patient Access Policy.

To Support colleagues in the handling of complex bookings, and potentially complaints and PALs queries, in relation to allocated sub-specialty.

To Register new tertiary referrals for allocated sub-specialty onto PAS system within 48 hours of receipt ensuring Referral to Treatment pathways are started / continued appropriately.

To Undertake analysis of patient tracking lists (PTL) information to ensure appropriate scheduling of patients and clinics in the correct order and undertake data quality reviews and action as appropriate.

To maintain and update the clinician's follow up queues when clinically reviewed. Prioritise urgent patients, and ensure government targets for routine patients are being met. Highlight immediately, and in a timely fashion, any conflicts that might mean patient waiting time targets could be breached.

Manage outpatient clinic activity across services, including booking, rescheduling and cancellation of facetoface, telephone and virtual appointments, managing clinical outcomes, maintaining clinic diaries, waiting lists, followup queues, PTLs and tracking systems in line with Patient Access Policy and RTT requirements.Monitor pathways and waiting times, prioritising urgent cases, identifying and escalating potential breaches, managing DNAs appropriately, producing overdue followup reports and supporting clinic utilisation, capacity planning and additional clinics where required.Register and manage referrals using PAS and electronic referral systems, including tertiary referrals, ensuring timely processing, coordination of clinical triage, accurate case note tracking and maintenance of referral documentation and filing systems.Provide a professional, empathetic first point of contact for patients, parents, carers, clinicians, GPs and partner organisations, handling high volumes of telephone, written and facetoface enquiries, including complex or sensitive situations, complaints and PALs queries.Provide clear, accurate nonclinical information on appointments, procedures and clinic arrangements, arranging interpreters and reasonable adjustments to support equitable access to services.Provide a professional clinical typing and correspondence service using audio transcription and copy typing systems, ensuring accurate use of medical terminology, verification of patient demographics, timely action and distribution of correspondence in liaison with clinical staff.Support clinics, meetings, programmes and events, including scheduling, preparation of papers and packs, minute taking, action tracking, updating circulation lists and maintaining accurate postmeeting or postclinic documentation.Support programme and service activity through accurate data entry and maintenance of spreadsheets, databases and monitoring tools, ensuring information quality, data integrity and compliance with Trust policies.Maintain records management standards, ensuring paperwork is completed, scanned, filed and tracked appropriately, and manage stock control, stationery orders, invoices and expense claims in line with Trust procedures.The best people, giving the safest care, providing outstanding experiencesAct as a systems superuser for designated Trust systems, supporting colleagues, contributing to service improvement, digital developments and the introduction of new IT applications and modernisation initiatives.Work flexibly as part of a team, providing crosscover as required, supporting colleagues with complex activity, contributing to training and induction of new staff and deputising for senior colleagues where appropriate.Ensure compliance with national, Trust and departmental policies, including confidentiality, safeguarding, health & safety and equality and diversity, attending relevant meetings and contributing to incident review, governance and continuous improvement activity.

Liverpool Women's NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm newborns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes usthe specialist health provider of choice in Europe for women, babies and families.

We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.

The Trust is constantly innovating and evolving it's services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.

Check out why Liverpool Women's NHS Foundation Trust is a great place to work using the links below:

Video: https://vimeo.com/556197652

Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf

Qualifications & Learning

Essential: - 5 GCSE's or equivalent; - NVQ 3 in customer care and business administration or equivalent experience in a clerical role

Desirable: - Leadership qualification; - ECDL; - NVQ 3 in customer care and business administration or equivalent experience in a clerical role

Experience

Essential: - Proven experience working in a clerical role

Desirable: - Proven experience in a clerical role within the NHS; - Proven experience of staff management

Skills, Knowledge & Aptitudes

Personal Attributes

Desirable: - Ability to work flexibly; - Appropriately assertive; - Self-motivated and enthusiastic