MSK Administration Co-ordinator
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 holders 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 patients 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 patients journey, promote good working practices between disciplines and departments, to enable the MSK Service to meet waiting times and targets.