The Band 3 Anticoagulant Service Administrator provides essential administrative support to ensure the safe and efficient delivery of anticoagulant care. This role is critical for maintaining timely patient pathways, safeguarding referral-to-treatment (RTT) compliance, and supporting clinical teams in managing complex anticoagulation processes.
The postholder will:
* Process referrals and book appointments within clinically defined timeframes.
* Handle high-volume patient communication, ensuring queries are resolved promptly and professionally.
* Maintain accurate clinical data across DAWN, Unity, and other Trust systems to support safe prescribing and monitoring.
* Issue timely correspondence to patients and GPs, reducing delays and improving continuity of care.
* Support operational resilience by providing reliable cover during staff absence, preventing service disruption and reducing reliance on premium staffing solutions.
* Contribute to patient safety and experience by ensuring efficient workflows, reducing DNA rates, and enabling clinicians to focus on direct care.
This role underpins compliance with NICE guidance and contractual standards, improves patient experience, and strengthens the overall efficiency of the Anticoagulant Service.
Main duties of the job
* Referral and Appointment Management: Process referrals, book and reschedule patient appointments in line with clinical timeframes, and update relevant systems accurately.
* Patient and GP Communication: Handle telephone and written queries professionally, issue clinic letters and GP notifications, and maintain clear communication to support continuity of care.
* Clinic Coordination: Arrange clinic room bookings and ensure schedules are updated to avoid conflicts and support efficient patient flow.
* Stock and Resource Management: Order and maintain adequate levels of clinical and office stock, ensuring supplies are available for smooth clinic operations.
* Data Entry and Record Keeping: Accurately update patient records in DAWN, Unity, and other relevant systems, supporting safe anticoagulant management and compliance with standards.
* General Administrative Support: Provide comprehensive administrative assistance to the clinical team, including typing correspondence, preparing documentation, managing filing systems, photocopying, and supporting audits and reporting.
* Meeting Support: Arrange meetings, prepare agendas, take accurate minutes, and distribute action notes as required.
* Confidentiality and Compliance: Maintain confidentiality of patient and staff information, adhere to Trust policies on Health & Safety, Infection Control, and Safeguarding.
Qualifications
* Good standard of education ie minimum Grade C GCSE in both Maths and English
* Knowledge of NHS Systems
* AMSPAR Qualification
* ECDL
* NVQ Level 2/3 in Business Administration
Experience
* Previous experience in administrative role within an Anticoagulant Services department or NHS setting
* Experience in Health Care Administration Setting
* Experience in Management of RTT Pathways
* Management of Referrals and appointment booking
* Experience of Microsoft Office applications
1. Knowledge of Managing Meetings
2. Knowledge of Audits/patient surveys
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.
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