Job overview
We are looking for a full-time enthusiastic Patient Care Co-Ordinator to join our friendly Peri-Op & Adult Critical Care Unit at The Royal London Hospital.
This is a key role in supporting both the medical, nursing and wider multidisciplinary team to ensure that administrative processes for the patient pathway meets the quality standards required both nationally & within the directorate, and are adhered to.
The successful candidate will work closely with the line manager and multidisciplinary team to ensure the smooth running of the office. Candidates will need to have an excellent working knowledge of Medical terminology, Microsoft office applications & Cerner Millennium.
The post holder should have excellent interpersonal & communication skills as you will be dealing with sensitive telephone calls, emails and face to face interactions from a variety of staff, other professional bodies and stakeholders.
You will be required to manage the flow of patients requiring critical care post op, liaise with Consulting, Nursing teams and Management, whilst also supporting local departmental meetings. The administrator will also be required to prioritise and organise their own workloads to meet deadlines. Some of the duties have been outlined below:
• Maintain good communication links with the ward teams and other departments
• Participate in the collection of datasets as required for peer reviews, national and local KPIs and reporting.
• To make follow-up appointments as requested by the clinician within appropriate timeframes. Liaising with other departments and co-ordinating dates in line with urgency
• Prioritise, plan and organise daily workload, ensuring that daily tasks and on-going workloads are prioritised and completed with agreed and acceptable timescales ensuring that any issues are escalated and your line manager is informed of any changes in work pattern
• To provide a confidential and high standard general administrative support to the designated team.
• To provide weekly and monthly activity figures, and adhoc data as required.
• To sort out incoming/outgoing post and distribute or act as necessary
• To attend daily theatre capacity meeting and prepare data reports
• Supporting the admin and clinical teams with recruitment rounds
• To comfortably take minutes in governance and other departmental meetings
• Managing the processes within the patient’s care pathway ensuring prompt actioning of tasks with area of responsibility, escalating any delays or issues to the appropriate person
• Responsible for ensuring the efficiency and high quality of your own work
• Manage office facilities such as stationery in a cost effective and efficient way. Ensuring stock levels and resources such as printers are adequate for use.
• To undertake any other clerical task as agreed mutually with the Service manager / Clinical Director to ensure that the administration systems meet the needs of the service area.
Main duties of the job
To provide comprehensive secretarial, administrative and personal support to the Critical Care Unit consultants and senior nursing team. This will include supporting the clinical director, named clinical lead, service manager and matron to fulfil their roles. This role will work independently, to organize and manage the administrative workload of the consultants and nursing team, adapting to ever-changing priorities The role will work under the guidance outlined in the Medical Secretaries’ Handbook and will also provide cover for other medical administrators, as required. The role will also include cross cover across critical care and peri-op.
In summary the post holder will:
• Be a key contact in providing patients with access to healthcare professionals, information on appointments and assisting with other queries. Manage clinic profiles to ensure capacity is used efficiently, including regular monitoring of clinic utilisation and use of corrective actions on CRS (the Trust’s patient information system) when required
• Managing patient pathways and ensuring correct validation
• Forecasting breaches and planning next events to prevent breaches
• Manage the implementation of SOPs, admin systems, admin service improvements including new technology for the service
• Ensure quality of admin services provided to patients and staff by the admin team
• Resolve problems, escalating to service manager where necessary
• Implement suitable cross cover arrangements
• Undertake PA function to some of the clinical team
• Undertake patient care co-ordinator/patient pathway coordinator functions as part of admin team including booking new/follow up appointments on CRS
Working for our organisation
Barts Health is one of the largest NHS trusts in the country, and one of Britain’s leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.
Detailed job description and main responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below.
Person specification
Experience
Essential criteria
1. Experience in the use of IT packages such as Word, Excel, Outlook and Power Point and CRS
2. Experience or working on reception
3. Administration experience.
4. Experience of working to deadlines
Desirable criteria
5. Experience of using Healthroster.
6. Experience of using CRS.
7. Experience of line managing a team.
8. Amspar qualified
Knowledge
Essential criteria
9. Proactive with the ability to use own initiative.
10. Ability to assess risks and report any issues that may put Health and Safety at risk.
Desirable criteria
11. Knowledge of Microsoft Word/Excel
Qualifications
Essential criteria
12. GCSE grade C/equivalent in Maths and English
13. A good standard of general education – numerate and literate.
Desirable criteria
14. Education/ Requirements Supervisory or office management skills equivalent to certificate level
Visa Sponsorship Information
This role is subject to UK immigration requirements. Where sponsorship is required, applicants must meet the eligibility criteria for a Skilled Worker visa in accordance with current UK Visas and Immigration rules, including any salary, qualification, and role-specific requirements applicable at the time of appointment. Candidates who require sponsorship will only be considered where the post is eligible and where all sponsorship criteria can be met. Evidence of the right to work in the UK will be required before appointment. Please note that for roles employed under Agenda for Change Terms and Conditions, the High-Cost Area Supplement (HCAS) is not included when calculating the basic salary for the purposes of sponsorship.