Quality and Clerical Coordinator - Newport, United Kingdom - BCRM- Bristol Centre for Reproductive Medicine

Description

As the Quality and Clerical Coordinator, you will be a key member of the Business Operations team at BCRM offering quality and clerical administration, coordination and support.

You will be working directly with the Business Operations Director and Quality and Governance Manager and undertaking compliance administration for recruitment including securing DBS checks, arranging staff onboarding, monitoring staff mandatory and statutory training, competencies, and appraisal documentation, supporting quality audit schedules, and coordinating patient concerns and complaints and responses to ensure timely resolution.

The role also includes senior medical secretarial and PA responsibilities for senior managers that includes meeting planning and minute taking along with the supervision of and participation in the medical secretarial team with responsibility for ensuring all clinical correspondence is completed and sent to patients within timescale targets.

You will ensure that the medical team are appropriately supported in their correspondence and contact with patients by providing an efficient and high quality administrative and clerical support team.

• Quality and Governance compliance coordination.
• Responsible for the supervision of the secretarial team and the timely delivery of patient correspondence.
• PA to the Management Team

• Care and attention to detail is essential to comply with licenses held under the Human Fertilisation and Embryology Authority (HFEA), CQC and ISO, this requires accuracy and constant checking of electronic and manual systems
• Excellent interpersonal and telephone skills to ensure patients and staff are supported
• Excellent organisational skills to support the planning and coordination of workload and correspondence
• Proactive approach to patient care and team support
• Well presented with a positive attitude, polite approach, and wellspoken manner
• Excellent communication skills to deal with a variety of issues arising in a busy clinic including conflict resolution
• Experience of administration tasks within a busy patient focussed service
• Ability to prioritise day to day tasks
• Ability to multitask and operate within several systems at once
• Keen team member and contributor
• Ability to manage a varied workflow with a positive and flexible approach and to work well under pressure and with constant interruptions and demands from both patients and staff
• Ability to work to deadlines and tenacious approach to complete tasks fully
• Excellent attention to detail and accuracy of data input
• Ability to work with mínimal supervision and ability to prioritise tasks
• Caring and empathetic attitude to patients
• Ability to work within a multidisciplinary team

• Educated to a minimum NVQ3, A level or equivalent experience
• RSA/OCR 3 typing qualification or equivalent
• Able to demonstrate operational /coordinator experience
• Proven senior medical secretary and PA experience
• Management skills experience of supervising a team, managing staff workflow and meeting deadlines.
• Ability to coach, motivate and influence staff within specialty to accept and embrace change.
• Ability to challenge poor practice where appropriate and to be proactive in agreeing alternative course of action at senior level.
• Strong leadership, selfmotivation and teambuilding /teamworking skills
• Ability to assist in coordinating financial, activity, workforce, demand/capacity, equipment and planning within the Business Operations senior staff team.

• Compliance administration support for the organisation: this will include:
• Recruitment paperwork including securing DBS checks, arranging references and staff onboarding. Ensure induction, IT system and building access supported for new starters.
• Staff training and compliance administration: monitoring staff mandatory and statutory training, staff competencies, and appraisal documentation.
• Quality and Governance support to include quality audit schedules and coordinating patient concerns and complaints and responses to ensure timely resolution.
• Plan and organise workloads relating to the day to day running of the secretarial processes in support of effective and efficient functions.
• Participate in the administration duties associated with clinical correspondence ensuring all clinical correspondence is completed and sent to patients within timescale targets
• PA responsibilities to senior managers organise meetings including ensuring effective diary systems are in place.
• Attendance at requested meetings, taking minutes as requested and distributing as required.
• Develop an effective working relationship within the team and with the clinical and administrative staff throughout the organisation, to aid effective communication.
• Responsible for general supervision