About this role
Job summary
The Administrative Coordinator will play a pivotal role in supporting the effective functioning of the department by handling a range of administrative and secretarial responsibilities. This person will serve as the primary point of contact for patients, parents, general practitioners (GPs), referrers, and other healthcare professionals, ensuring all enquiries are addressed promptly and professionally.
This position offers a challenging and diverse range of responsibilities within a fast-paced, patient-centred environment, ideal for candidates with a passion for healthcare administration and service excellence.
Main duties of the job
oProcess new patient referrals and attend referral meetings, ensuring that all cases are triaged appropriately.oTo ensure that all correspondence and preparation for clinic lettersoUndertake any locally generated typing, including audio typing as required) is accurate and produced within agreed timeframesoProvide cover for other administrative support staff during periods of absence.oManage clinicians' diaries and emails autonomously, including booking and rescheduling appointments, meetings, and follow-up consultations in accordance with the Patient Access Policy.oAnswer telephone queries, demonstrating excellent communication and interpersonal skills, exercising diplomacy, and prioritising urgent messages.oSupport Patient Tracking List validation, including proactive management and remedial action for non-outcomed outpatient appointments.oAssist with clinic and admission planning, including preparation for clinics, arranging tests and investigations as directed by the clinical team.oCoordinate all theatre transfers within set timescales, prepare theatre lists, and ensure slots are booked and finalised, elective lists a minimum of 4 weeks in advance, non-elective patients within 24 hours of slot allocation.oAct as the key coordinator for booking and arranging admissions for procedures within Interventional Radiology and Nuclear Medicine, including both general anaesthetic and non-GA admissions.
About us
We are committed to recruiting the best person for the job through a fair, open and consistent process that is free from bias and discrimination.
We are working towards becoming an anti-racist organisation. This means creating a workplace where every colleague feels seen, heard and valued, and where racism in any form has no place. Our anti-racism commitment is backed by action through our Anti-Racism Statement and action plan, developed in collaboration with our REACH staff network.
We actively challenge discrimination, dismantle barriers and embed equity across all aspects of our workforce, including recruitment, progression and development. All applicants will receive equal consideration regardless of race, ethnicity, nationality, religion or belief, sexual orientation, gender identity, age, disability, health condition or employment history.
We particularly welcome applications from ethnically diverse communities, people with disabilities or long-term health conditions, and LGBTQ+ community members. We are proud to be a Disability Confident Employer, a member of the Business Disability Forum, and a Stonewall Diversity Champion.
Our staff networks, including REACH, PRIDE, ENABLED and Women's Networks, are active and executive supported. These employee-led networks play a vital role in shaping an inclusive culture at GOSH and are open to all colleagues.
Together, we are building a culture where inclusion is not optional - it is essential.
Job description Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents please view the attachment/s below.
Person Specification
Our always values Essential
GOSH Always Values
Academic/Professional qualification/Training Essential
GCSEs in Maths and English or equivalent. Knowledge of medical terminology; AMSPAR. knowledge at a specialist admin level e.g. diploma; NVQ4, Foundation degree Secretarial qualification or equivalent experience
Experience/Knowledge Essential
Computer literacy/Microsoft office applications Typing Skills/Minute taking Experience of working in an administrative/secretarial role Good organisation skills/clear concise and effective communication skills Commitment to confidentiality
Desirable
Experience of using databases Knowledge of Patient Administration Systems - Training provided
Skills/Abilities Essential
Ability to work in a multidisciplinary environment Proficient in administrative functions, including minute-taking and composing professional e mails. Adapts well to changing workloads and team assignments. Capable of working with challenging material / Demonstrates the ability to manage sensitive situations Effective communication with parents, patients, and all levels of the organisation and other external stakeholders Openness to assuming additional responsibilities or acquiring new skills Able to stay professional under pressure. Strong communication and interpersonal abilities, including capacity for diplomacy. Proficient in word processing, with experience in proofreading and attention to detail.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Great Ormond Street Hospital for Children NHS Foundation Trust
Address Great Ormond Street Children's Hospital NHS Foundation Trust
Great Ormond Street Hospital
London
WC1N 3JH
United Kingdom
Employer's website https://www.gosh.nhs.uk/ (Opens in a new tab)