Service Coordinator

Job description

Regarding your application please be aware :-

We need your application to be in your FULL NAME as per your ID and any Professional Registration to be able to check these.

As per the new Immigration guidelines we cannot sponsor candidates with a salary (full time or pro Rata) under the current minimum threshold. for the role.

Please note, the selection processes at Mid and South Essex NHS Foundation Trust are in place to ensure we recruit candidates with the right skills and values, please be advised that the use of AI in applications are monitored. We remain vigilant against candidates who misuse these tools to generate an application that doesn't accurately reflect their skills, and you will be required to declare on your application if AI has been used before submitting your application.

Job overview

As a key member of the Divisional management structure, you will play an important role in the day-to-day leadership and operational management of the Medical Administration team. Working closely with Divisional management, you will ensure the team is effectively managed, responsive to service needs, and aligned with Divisional and organisational priorities.

You will be responsible for monitoring and reviewing performance against key performance indicators, taking proactive steps to prioritise workloads, supervise staff, and ensure administrative services are delivered effectively within available resources. You will work closely with Divisional colleagues to identify pressures, address performance issues and support improvements in the delivery of Medical Administration services.

In this role, you will provide line management, leadership and ongoing development support to Medical Secretaries, Medical Support Secretaries and Administrative staff within the Division, fostering a positive, supportive and high-performing team environment.

Working both independently and collaboratively, you will develop strong working relationships with Divisional management, clinical teams and other key stakeholders. You will communicate complex information effectively, secure agreement where required, promote cooperation and support continuous improvement across the Division.

Main duties of the job

Supervise and provide day-to-day management of Medical Secretaries, Medical Support Secretaries and Administrative Support staff within the Division.

Prioritise and delegate workloads to support achievement of service and Divisional KPIs, ensuring staff have the appropriate skills and competence.

Monitor outstanding dictation on Dit3, reviewing productivity and performance and producing reports as required.

Support workforce planning, administrative cover, recruitment and supervision of staff, including insourcing staff where applicable.

Work closely with Divisional management and clinical teams to ensure Medical Administration services respond effectively to operational pressures and Divisional priorities.

Support service improvement initiatives and the effective management of resources within agreed financial constraints.

Maintain effective communication with Medical Administration staff, ensuring teams are informed of relevant organisational and Divisional developments.

Act as a key link between the Medical Administration workforce and Divisional management, supporting clear accountability and the successful delivery of the Divisional Medical Administration model.

Working for our organisation

Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.

We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust.

Detailed job description and main responsibilities

For more information on this varied and rewarding role, please see the attached Job Description.

We look forward to your application!

Please be aware that we reserve the right to close the vacancy early should a high number of applications be received.

Unfortunately, there is no Visa Sponsorship available for this role. Whilst we are able to employ candidates on a graduate Visa, we are unable to offer sponsorship once the graduate visa expires.

Person specification

Experience

Essential criteria

• Background in managing day-to-day service delivery
• Experience of monitoring performance and working to agreed targets or KPIs.
• Experience of supporting staff development, training and/or induction.

Desirable criteria

• Experience of providing training on NHS systems including DIT3
• Experience of supporting service improvement or change initiatives.
• Experience of supporting recruitment, workforce planning and staff cover.

Skills

Essential criteria

• Strong organisational and workload management skills, with the ability to prioritise effectively.
• Ability to supervise, motivate and support staff.
• Excellent written and verbal communication skills.

Knowledge

Essential criteria

• Understanding of effective administrative and secretarial processes.
• Understanding of confidentiality, information governance and the appropriate handling of patient information.
• Understanding of the importance of accurate and timely documentation within patient pathways.

Desirable criteria

• Knowledge of Referral to Treatment (RTT) requirements and Cancer Waiting Times.
• Knowledge or experience of digital dictation systems such as Dit3
• Knowledge of Lorenzo or similar patient administration systems.

Mid and South Essex NHS Foundation Trust is the only acute hospital provider in the Mid and South Essex Integrated Care System (ICS), which is a system of health and care partners working together for our local population.

Within Mid and South Essex there are 149 GP practices, operating from over 200 sites, forming 27 Primary Care Networks and one Ambulance Trust. There are also three main community and mental health service providers who work together through a community collaborative.

We collaborate with other valuable partners, including three Healthwatch organisations, nine voluntary and community sector organisations and three top tier local authorities, with seven district, borough and city councils, as well as our local universities.

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