Band 4 Administration Team Coordinator (Sexual Health)

To ensure high levels of patient & clinical satisfaction by being accessible, patient focused and a knowledgeable point of contact, working within the Florey Clinic and adhering to the British Association of Sexual Health and HIV guidelines / policies / protocols.

• Ability to supervise the administration team and allocate work appropriately.
• Working with the Patient Pathway Manager and Service Manager to ensure the smooth running of the service.
• Participate in the provision of an integrated sexual health service, assisting clinicians in managing patient requirements.
• Specifically, the post holder will be a point of contact for all administrative issues relating to patients’ pathways of care within the Florey Unit.
• Requires a good working knowledge of administrative standard operating procedures (SOPs) relating to all aspects of the service and can provide both reception and administrative cover and support to any aspect of the service when needed. This role includes general admin duties, including but not limited to answering patient and staff telephone queries, working on reception, scheduling appointments, processing clinic letters, filing and general clerical tasks.
• Requires excellent keyboard / data entry skills, comfortable communicating with patients, colleagues at all levels. Work quickly and accurately under pressure. High level of patient confidentiality is required due to the sensitive nature of the department.
• Supervision of the band 2 receptionists and band 3 administrators, including assisting with issues or queries, coordination of annual leave requests and roster management on Optimize (approving annual leave, recording sickness, approving timesheets, etc.).
• Ensure there are sufficient staffing levels within the Administration Team at all times. This will include planning the rota for reception to cover both the front desk and phone lines.
• Provide training and development to staff members in the Administration Team as required, e.g. use of systems such as Lilie (patient record system) and other systems, SOPs, dealing with queries from patients, etc.
• Develop a good working knowledge of administrative SOPs relating to the service. Provide cover and support to any aspect of the service as required (Florey Clinic reception, HIV, Contraception and Psychosexual Therapy).
• Liaise with colleagues and clinicians in a variety of different roles as a multi-disciplinary team and assist with any administrative queries.