We are seeking an experienced and highly organised Band 4 Clinic Coordinator / Personal Assistant to join our Neurodevelopmental Skill Mix Team within the Community Paediatric Service.
This is a key role providing comprehensive administrative and PA support to clinical lead and clinicians, ensuring the effective coordination of clinics and patient pathways.
You will play a vital role in supporting high-quality patient care through efficient service delivery and strong organisational skills.
The role will include:
- Providing PA / admin support to Clinical Lead & clinicians
- Co-ordinating / planning clinics, incl. booking appointments, rooms & managing clinic rotas
- Managing referrals / patient pathways using electronic systems (e.g. SystmOne)
- Managing clinical correspondence including clinic letters and reports
- Acting as key point of contact for clinicians, patients & external agencies
- Ensuring smooth running of clinics & patient pathways, monitoring waiting times
- Taking meeting minutes & supporting service meetings
- Responding to patient queries, concerns & complaints appropriately
- Supporting service improvement initiatives and administrative projects
- Supervising and support administrative staff
- Maintaining accurate records and ensure timely communication across teams
Why not click on the link to the Job Description and find out more about the role.
Should we receive a high number of applications, we reserve the right to close this vacancy at any point after 2 July
The post holder will deliver a comprehensive administrative and PA service, supporting clinicians and ensuring efficient coordination of the neurodevelopmental pathway. This includes managing patient records, referrals, clinic bookings and correspondence.
You will act as a key link between clinical teams, administrative colleagues and external stakeholders, ensuring effective communication and timely sharing of information. The role requires strong organisational skills, initiative and the ability to prioritise workload in a busy environment.
You will support service development, audits and administrative processes, as well as supervising staff and contributing to training. Maintaining confidentiality, adhering to governance policies and supporting high-quality service delivery are essential aspects of this role.
Rated ‘Outstanding’ by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.
There’s one reason why our services are outstanding – and that’s our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.
If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Job Purpose:
The post holder will be responsible for the provision of an effective administrative and PA service to the and Neurodevelopmental Skill Mix Service within the community paediatric service. The post holder will liaise with internal departments and external agencies to ensure continuity in achieving excellence in patient care.
Main Duties and Responsibilities
To undertake and co-ordinate all PA duties for the Clinical Lead and Skill Mix Clinicians including word-processing, audio typing, filing, copying, retrieving notes, dealing with patient and staff queries plus other matters which are inter-related with the service provided. This will necessitate using initiative and discretion in maintaining departmental efficiency.
Appropriate knowledge and understanding of medical terms and procedures.
Responsible for the day-to-day handling of the enquiries for professional staff, necessitating close collaboration with other professional staff and administrators. This may involve liaising with hospitals and specialities.
To undertake any administrative work required by the clinical team and to ensure that the clinical team and students/junior doctors are familiar with administrative procedures to on SystmOne.
To attend meetings and take the necessary minutes, disseminating to the clinical and administrative team.
To take decisive action on matters outstanding regarding patient appointments and queries.
To deal with the enquiries from clinicians, external agencies and patients.
Entering and retrieving information from SystmOne to obtain patient details and to assist the clinicians in the case of medical reports and other related queries.
To work with the admin team management to ensure that administrative processes for the patient pathway meet the quality standards required both nationally and within the directorate and are adhered to.
To ensure that all correspondence produced by the department, including clinic letters, discharge summaries and administrative letters are typed and dispatched promptly to the referring Consultant/Clinician. This may involve reading reports over the telephone.
Ensure all medical records stored in the offices are stored safely and securely and maintain the electronic filing system in a standardised format.
To provide reciprocal cover in the absence of the other Band 4’s clinical co-ordinator / PA as reasonably requested by management, necessitating arrangement for leave of absence with other colleagues.
To attend administration meetings and discuss/solve any issues with the wider admin management team.
To input and retrieve information from departmental and/or Trust computer systems in accordance with departmental guidelines.
To use the electronic patient management system to register, process, check, update and discharge patients.
Coordinate and book appointments for clinicians, including the moving and creating of new slots for patients.
Coordinate and plan clinics, ensuring all clinics are booked in a timely manner, including booking rooms and liaising with other professionals.
Monitor the 18-week status / waiting time of patients when required
When clinics are cancelled at short notice, inform patients of cancellation.
Deal proactively with all enquiries from patients, carers, GPs and other service users, ensuring where possible that the caller’s needs are met or they are transferred to the most appropriate person. Respond to all informal concerns/complaints coming into the department both on the telephone and in writing. Respond to more complex cases that are escalated by other team member involving admin management or clinical staff as appropriate.
To ensure referrals from other Consultants and GPs are dealt with in a prompt manner.
To administer when required, the child protection / safeguarding calls and convey sensitive information to correct parties.
Provide technical support to the Community Paediatrics team as and when required
To analyse the archiving reports and ensure correct files are sent to the archiving team.
Lead on local projects of service improvement and service development for the community paediatric team ensuring staff engagement and participation.
Order and maintain non-stock equipment for the office as required
Act independently to sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the clinicians and which may be passed directly to other areas for action and information, thus using own initiative.
To manage any new and current community paediatric admin projects as required by the Clinical Service Lead and Clinical Admin Lead.
Communication
Responsible for ensuring that all information is disseminated to clinicians and staff as appropriate
To communicate at all levels with parents/carers, colleagues, the general public and external agencies.
To screen incoming telephone calls; recording and transmitting messages.
To be the lead contact between medical/clinical staff and service user for the Neurodevelopmental Pathway
To be skilled in dealing potentially with verbally aggressive patients seeking information about pending appointments etc.
To develop and maintain effective working relationships with clinical colleagues and admin colleagues within the service.
To be the lead for the provision of data and information for reports as required by clinicians and head of service.
To contribute to the EEC internal and external communication strategies to raise awareness and promote the reputation of EEC services in particular community paediatrics.
Use innovative ways to ensure good communication within the service, to external agencies and with service users
To participate in administration meetings
Ensure that all information is disseminated to staff/clinicians as appropriate
Act as a link between medical/clinical staff and the admin team to ensure a high standard of service is maintained at all times.
Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary, demonstrate/assist less experienced colleagues with tasks.
To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared.
Contribute to EEC internal communication strategies ensuring effective two-way communication and engagement within the organisation.
Contribute to EEC external communication strategies to raise awareness and promote the reputation of EEC services.
Budgetary Responsibility
To take the lead on ordering specialist equipment and consumables for the Comms Paeds admin service and if required, for the clinicians.
Receipt goods as required.
People Management
To line manage / supervise junior staff and provide guidance and support as required.
To demonstrate and train staff within the remit of your tasks.
Maintaining own professional development and requirement to take part in appraisal and KSF process
Research & Development Activity
To undertake / co-ordinate non-clinical audit as and when required.
Clinical and Practice Governance
Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
The post holder must adhere to the Trust risk assessment and risk management processes
The post holder must adhere to infection control policies and procedures
Undertake mandatory training and any other training relevant to the role as required by East of England Community Health and Care NHS Trust.
The post holder must participate in clinical and other audits as required
The post holder is required to participate in relevant emergency preparedness process for their team.
