Job overview
Applications are invited from suitably qualified and experienced candidates for a full time Band 4 Pathway Co‑ordinator. This successful applicant will be part of an admin team providing a proactive, comprehensive administrative service to support patients and the multi‑disciplinary clinical team.
The post holder will be able to demonstrate the ability to deal with possible exposure to highly distressing or highly emotional circumstances and will be expected to participate on all relevant training courses appropriate to the role.
The post holder will report directly to the Administration Manager and work closely with the Admin Team Lead and Clinical Team Manager and clinical staff on a day‑to‑day basis. The post is full time 37.5 hrs per week over 5 days. The post holder will be expected to cover in different areas to ensure correct level of support to the clinical team.
Please note that it is a requirement of this Trust that all external applicants pay for their own DBS certification if a DBS check is required for the post. The method of payment is a salary deduction from your first monthly pay.
Main duties of the job
The post holder must be able to provide demonstrable proven experience (in last 12 months) of:
- Secretarial experience working in a team
- Experience in a customer/patient/service user focused environment
- Experience of diary management, arranging clinics and meetings
- Minute taking (including live time minute taking) for a wide variety of clinical and management meetings
- Provide agreed levels of support to the service to maintain cover in the absence of other administrative staff
- Be able to use own initiative and keep to strict deadlines
- Excellent organisational, communication and interpersonal skills, with both internal staff at all levels, referrers/service users coming into contact with the service, and external bodies pivotal to the service
- Experience of managing and maintaining effective office systems
- Excellent knowledge and day to day use of Microsoft Office packages – particularly Outlook, Word and Excel
- Excellent knowledge of patient/data systems. Ability to collate and analyse complex data, creating accurate statistical reports, and presentations
- Ability to be self‑directed, motivated and contribute positively to the service
- Use own initiative, work under pressure, and keep to strict deadlines
Person specification
Education and qualifications
- OCR/RSA Level 3 qualification or equivalent in Word/Text Processing NVQ Level 3 Business Administration
- General level of education to O-Level/ GCSE or equivalent
- Level 3 in Customer Care (or equivalent)
Knowledge and Experience
- Word/text processing skills, OCR/RSA Level 3 qualification (or the equivalent) plus relevant experience
- Audio Typing qualification or demonstrable equivalent experience
- Working knowledge of Microsoft applications, including e‑mail communication
- Ability to maintain and update Patient Information Systems e.g. RiO
- Knowledge and understanding of relevant clinical terminology (gained through relevant qualification and/or experience)
- Good working knowledge of office procedures
- Knowledge of NHS procedures and Policies
- Experience of data collection and analysis
- Good organisational and planning skills
- Working knowledge of CPA, Mental Health Act and Safeguarding documentation and procedures
- Experience using stock ordering systems and petty cash systems
Skills and Competencies
- Excellent communication and interpersonal skills, both verbal and written
- Shorthand Skills
Role/Team Specific Requirements
- Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence
- Discrete in handling confidential and sensitive information
- Proven experience of supporting a team
Personal Characteristics
- Able to work under pressure, to motivate staff, plan workload and meet deadlines
Additional Requirements
- Able to meet the mobility requirements of the post
Immigration and Sponsorship
Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment. Any applicants who do not meet the eligibility criteria will not be progressed.
Employer certification / accreditation
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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