Administrative Coordinator

Job overview

We are looking for an organised and compassionate Administrative Coordinator to coordinate the administrative function of our Tier 3 Specialist Weight Management Service.

You will organise referrals, appointments, waiting lists and group activity; maintain administrative systems; contribute to producing of reports; and communicate sensitively with patients, colleagues and partner organisations. You will also coordinate workloads and support administrative staff.

You will have relevant Level 4/5 education or equivalent experience, strong IT and communication skills, and previous administrative experience, including supervisory experience. You must be able to prioritise, work independently, use sound judgement and handle confidential or complex information. Previous NHS administrative experience is desirable.

Main duties of the job

• Plan and coordinate referrals, appointments, waiting lists, group programmes and other administrative activity, adjusting priorities to meet service needs.
• Act as a key contact for patients, carers, staff and external partners, providing clear information and handling sensitive or complex enquiries with tact.
• Maintain secure, data and produce routine or ad hoc activity reports.
• Develop and maintain administrative procedures, ensuring Trust policies, information governance and relevant service standards are followed.
• Prepare papers and action logs for multidisciplinary and service meetings, and support audits, surveys and service evaluation.
• Coordinate stock, equipment and other delegated resources,.
• Provide day-to-day supervision, workload coordination, induction and support for administrative staff.
• Work independently, escalate concerns appropriately.

Working for our organisation

To find out more about what it is like to work for our Trust please visit the following link:

Our benefits

We offer a range of benefits to support our staff including:

• Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants.
• 27 days holiday rising to 33 days (depending on NHS Trust service).
• A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager at interview stage.
• A variety of different types of paid and unpaid leave covering emergency and planned leave.
• Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
• NHS Car Lease scheme and Cycle to Work scheme.
• An extensive range of learning and development opportunities.
• Discounts on restaurants, getaways, shopping, motoring, cinema and finance through a of providers.

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Detailed job description and main responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: .

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Person specification

Knowledge, Training & Experience

Essential criteria

• Educated to NVQ Level 4/5, BTEC Level Higher National Diploma & Certificate (HND/C) or equivalent level
• Word Processing and Computer literacy skills to RSA3/NVQ3 Level
• Previous Administrative experience (2 years minimum), including a minimum of 6 months Staff Management/Supervisory experience
• Previous experience of dealing with sensitive and/or complex situations

Desirable criteria

• ECDL Qualification
• Previous NHS experience in an administrative capacity
• Experience of dealing with confidential information

Personal Attributes

Essential criteria

• Self-discipline/motivated to function independently, but also able to motivate others

Skills

Essential criteria

• Able to organise and prioritise both own workload and that of others as required
• Possess a range of developed communication skills
• Able to function effectively as part of a Team
• Have the ability to exercise sound judgement in relation to problem solving and identifying situations requiring further advice
• Ability to practice delegation, negotiation and motivation skills.

Desirable criteria

• Experience of managing organisational change within a team e.g. restructures, changes to job requirements.