Administrative Co-ordinator - Acute Medicine

Job overview

To work as part of integrated Medicine Administrative Team, Managing the ward administrators in Acute Medical Unit and Medical Same day Emergency Care (MSDEC).

Monitor staff workloads and allocate work according to staffing levels, providing adjustments during periods of sickness or unexpected changes in workload. Be the first point of contact for reporting unplanned absences for the admin team. Induct and train new and temporary staff on the job to ensure that progress is monitored. To carry out appraisals and regular welfare meetings with designated staff in line with developmental needs.

Provide administrative support to Acute Medical Team, arranging meetings and minute taking, ordering catalogue and non-catalogue items using the internal system (Oracle)

The Administrative Co-ordinator for Acute Medical Wards and Same Day Emergency Care (SDEC) plays a vital role in managing and processing performance data. This includes accurately collecting, entering, and maintaining data, generating reports, and supporting audits and quality improvement initiatives. The role ensures timely and precise data handling to aid clinical teams in monitoring performance and enhancing patient care efficiency.

Main duties of the job

To lead, coach and manage the performance of the team and ensure the team are up to date with all mandatory and statutory training via the LEAP system.

To record all sickness and other absences on e-Rostering, carry out return to work interviews with staff returning from sick leave ensuring self-certificates are completed.

To conduct Informal Welfare meetings with staff who trigger the review points and referring to Occupational Health where necessary. To take the lead in ensuring that completeness and accuracy of patient data meets the Division’s performance targets.

Work closely with clinical and administrative teams to ensure data reflects real-time activity and outcomes.
Accurately gathering and recording clinical and operational data from Acute Medical Wards and Medical Same Day Emergency Care (MSDEC) units

Working for our organisation

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of £1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

To work as part of integrated Medicine Administrative Team, Managing the ward administrators in Acute Medical Unit and Medical Same day Emergency Care (MSDEC).

Monitor staff workloads and allocate work according to staffing levels, providing adjustments during periods of sickness or unexpected changes in workload. Be the first point of contact for reporting unplanned absences for the admin team. Induct and train new and temporary staff on the job to ensure that progress is monitored. To carry out appraisals and regular welfare meetings with designated staff in line with developmental needs.

Provide administrative support to Acute Medical Team, arranging meetings and minute taking, ordering catalogue and non-catalogue items using the internal system (Oracle)

The Administrative Co-ordinator for Acute Medical Wards and Same Day Emergency Care (SDEC) plays a vital role in managing and processing performance data. This includes accurately collecting, entering, and maintaining data, generating reports, and supporting audits and quality improvement initiatives. The role ensures timely and precise data handling to aid clinical teams in monitoring performance and enhancing patient care efficiency.

Person specification

Knowledge & Experience

Essential criteria

• Experience in staff management/supervision with some knowledge of HR policy and procedures
• Proficient in using MS Office applications and internal hospital systems e.g., EPIC, Oracle, Health roster
• Data reporting and analysis

Desirable criteria

• Previous experience in NHS administrative role

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

King's College Hospital NHS Foundation Trust Annual Reports and Other Corporate Publications

King's Health Partners Academic Health Science Centre Website

King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.