A fantastic opportunity has arisen within our Family Health Division for an Administrative Co‑Ordinator. This full‑time position (37.5 hours per week) is based at Liverpool Women’s Hospital.
The post holder will provide high‑quality, comprehensive administrative support across a range of clinical services and programme activity, working flexibly as part of a multi‑disciplinary administrative team. The role encompasses outpatient appointment coordination, referral and pathway management, clinical correspondence, data management, meeting support and general administrative functions, contributing to the effective and efficient delivery of services.
Responsibilities
- Manage outpatient clinic activity across services, including booking, rescheduling and cancellation of face‑to‑face, telephone and virtual appointments, managing clinical outcomes, maintaining clinic diaries, waiting lists, follow‑up queues, PTLs and tracking systems in line with Patient Access Policy and RTT requirements.
- Monitor pathways and waiting times, prioritising urgent cases, identifying and escalating potential breaches, managing DNAs appropriately, producing overdue follow‑up reports and supporting clinic utilisation, capacity planning and additional clinics where required.
- Register and manage referrals using PAS and electronic referral systems, including tertiary referrals, ensuring timely processing, coordination of clinical triage, accurate case note tracking and maintenance of referral documentation and filing systems.
- Provide a professional, empathetic first point of contact for patients, parents, carers, clinicians, GPs and partner organisations, handling high volumes of telephone, written and face‑to‑face enquiries, including complex or sensitive situations, complaints and PALs queries.
- Provide clear, accurate non‑clinical information on appointments, procedures and clinic arrangements, arranging interpreters and reasonable adjustments to support equitable access to services.
- Provide a professional clinical typing and correspondence service using audio transcription and copy typing systems, ensuring accurate use of medical terminology, verification of patient demographics, timely action and distribution of correspondence in liaison with clinical staff.
- Support clinics, meetings, programmes and events, including scheduling, preparation of papers and packs, minute taking, action tracking, updating circulation lists and maintaining accurate post‑meeting or post‑clinic documentation.
- Support programme and service activity through accurate data entry and maintenance of spreadsheets, databases and monitoring tools, ensuring information quality, data integrity and compliance with Trust policies.
- Maintain records management standards, ensuring paperwork is completed, scanned, filed and tracked appropriately, and manage stock control, stationery orders, invoices and expense claims in line with Trust procedures.
- Act as a systems super‑user for designated Trust systems, supporting colleagues, contributing to service improvement, digital developments and the introduction of new IT applications and modernisation initiatives.
- Work flexibly as part of a team, providing cross‑cover as required, supporting colleagues with complex activity, contributing to training and induction of new staff and deputising for senior colleagues where appropriate.
- Ensure compliance with national, Trust and departmental policies, including confidentiality, safeguarding, health & safety and equality and diversity, attending relevant meetings and contributing to incident review, governance and continuous improvement activity.
- Produce letters to inform patients of the appropriate appointment times and media type, negotiating with patients regarding availability in line with the Patient Access Policy.
- Support colleagues in handling complex bookings, potential complaints and PALs queries within allocated sub‑specialty.
- Register new tertiary referrals onto PAS within 48 hours of receipt, ensuring Referral to Treatment pathways are started or continued appropriately.
- Undertake analysis of patient tracking lists (PTL) to ensure appropriate scheduling, conduct data quality reviews and take action as required.
- Maintain and update the clinician’s follow‑up queues, prioritising urgent patients, ensuring government targets for routine patients are met, and flagging conflicts that could breach waiting time targets.
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