MSK Administration Co-ordinator | Norfolk Community Health and Care NHS Trust
The Musculoskeletal Administration team have a rare vacancy to join their small but busy administrative team as a coordinator.
This job role is to provide comprehensive and pro-active administrative support; ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of the Musculoskeletal Services.
This role will be supporting the MSK admin service which runs 08:30 to 16:30 Monday to Friday.
If no suitable candidate is found for this role it may be offered as a B3 to B4 progression role over 12 months. Please ask for more details.
The postholder will be required to provide comprehensive and pro-active support to the Admin Team Lead and the MSK Business Manager ensuring the effective and efficient operation of the MSK Admin Team. This includes leading on all aspects of administrative and clerical duties, allocation and reallocation of work to the team, and all aspects of day-to-day staff supervision, including acting as first point of contact for staff concerns, performance management, undertaking staff induction and training, and ensuring staff are updated of any changes to the service.Furthermore, the postholder will be expected to build working relationships with the Clinical Leads of the MSK services and be the first point of contact for any issues which arise with the provision of service, both from within the trust, and when dealing with external service users.
This role requires excellent administrative, verbal and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team. The post holder will be required to communicate formally and informally with a range of internal and external stakeholders, verbally and in writing, and this will require the ability to be able to use a range of communication skills including empathy, persuasion, tact, negotiation and influencing to support the delivery of a high quality, safe and compassionate healthcare service.
Find out more about working for our organisation here: https://online.flippingbook.com/view/226719057/
Apply now to join an organisation that has been awarded an Outstanding rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title
Main Duties & Responsibilities- To independently manage, carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties without direct supervision (deciding when it is necessary to refer to the line manager)
- To be responsible for the day-to-day management of the MSK administration team, having oversight of the processes and work demands for all areas of the team, ensuring appropriate prioritisation of work to meet deadlines.
- To organise MSK service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring that papers are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.
- To work closely with Managers, Performance and Information Team, Clinical Systems Analysts and Clinical Systems Champions
- To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner.
- To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times.
- To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, Powergate and carrying out research into goods and services as required.
- Inputting onto various databases and systems, e.g. SystmOne, PAS, EASY and designated spreadsheets, within the required timescales and deadlines.
- To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. To undertake any other site and facilities duties, as required.
- To directly supervise the staff in MSK Admin on a daily basis. Including all aspects of first line management for the team and allocation of their work on a daily, weekly and monthly basis.
- Deal with any queries on a daily basis in relation to processes, problems, complaints and if needed refer these to the Service Manager or Team Leader. To implement policies for own work area and propose changes, as necessary and demonstrate own duties to new starters.
- To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
- To ensure own continuous professional development, in particular with regard to SystmOne, PAS, reporting and the use of Microsoft Excel
- It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
- To maintain scheduled, diaries and clinics for MSK clinicians and the Field Engineers. This will include booking patients into ledgers, resolving appointment conflicts, ensuring processes are followed and all information regarding the patient is ready for the appointment
- To liaise with and build working relationships with the Business Manager and Clinical Leads of the MSK services
- To be a point of escalation for the MSK Admin team for more complex matters or where deviation from standard operating procedures is being requested. To provide guidance and advice on complex, sensitive and contentious referrals and complaints and related queries from both internal staff members as well as members of the public in line with established processes. This will involve the analysis of the situation and using own judgements to determine the appropriate action, ensuring any barriers to communication are overcome, particularly when individuals are upset or distressed. In exceptional cases escalate to the Admin Team Lead
- To implement policies for own work area and propose changes and to assist with the development of policies and documents for own work area
- Work is managed, and results/outcomes are assessed at agreed intervals
- Provide cover for the team and other departments, including reception, during periods of absence, as directed. This may require travelling to other sites.
- When required, to track the patient’s journey, promote good working practices between disciplines and departments, to enable the service to meet waiting times and targets
- To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites.
- When required; to track the patient’s journey, promote good working practices between disciplines and departments, to enable the MSK Service to meet waiting times and targets.
This advert closes on Thursday 3 Oct 2024