Administrative Coordinator

We are seeking Administrative Coordinator to provide administration support to the Wandsworth Single Point of Access Team based at Trinity Building, Springfield Hospital.

The successful candidate will work as part of the team which will provide admin support to the Wandsworth Single Point of Access Team. Part of the role will be processing letters for the team using the auto transcription system, processing referrals in a timely manner and booking and sending appointment letters.

We require you to support the current administrative team by providing a responsive and effective manner in order to provide an efficient service to our patients.

You must be a good team player, able to offer exceptional customer service both face to face, on the phone and in writing. You will require the tenacity to handle multiple tasks ranging from first point of contact to the Team for clients and other professionals by telephone, the administration of patient paperwork, to data entry on the computer system. You must also be flexible and able to work under pressure, possess excellent organisational skills, communication and interpersonal skills, together with the ability to prioritise workload.

You are require to support the current administrative team by providing a responsive and effective manner in order to provide an efficient service to our patients.

To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.

To support team members in being able to access basic information held on My Dashboards and Pulse

To ensure that all service users patients and visitors are received in a courteous and efficient manner. AFC approved 26.11.14. Clustered with CAJE 0658 Page 2 of 7

To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team

To facilitate effective communication within the team by providing team members with messages and information

To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.

To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.

Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.

To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.