Job summary

An exciting opportunity has arisen within Brain Epilepsy department to work with the administrative team. We are looking for an enthusiastic, organised, and EPIC-competent individual to work as part of a large multi-disciplinary team in the Brain directorate. This post will be offered as a permanent position. This is an exciting opportunity for somebody to broaden their existing skillset and help shape the future of the directorate. The role involves, coordinating and organising outpatient appointments and investigations with families ensuring that appointments are scheduled within the routine 18 week waiting time, adhering to the Patient Access Policy and RTT 18-week pathway guidelines. The successful candidate will be responsible for a range of administrative duties working with the clinical team to ensure that clinic letters, correspondence, and reports relating to the team are accurate and produced within the agreed timeframe and uploaded onto Epic; validating patient data; managing incoming and outgoing telephone calls for the team; arranging meetings, taking minutes and carrying out actions as necessary; and providing cover in times of absence As a Service Coordinator you should have excellent written and verbal communication; strong administrative and organisational skills, be proficient in MS Word and Excel, diary management, and minute taking. You should be able to demonstrate that you are a team player but can work independently with minimal supervision

Main duties of the job

• To provide secretarial and coordinator support to the clinical team, undertaking general typing of correspondence, reports, letters, and minutes as required. To ensure all correspondence is accurate and produced within agreed timescales
• To prepare responses to correspondence, initiating follow-up action as necessary.
• To be the first point of contact for patients/parents, GPs, referrers, and other healthcare professionals contacting the department.
• To demonstrate excellent communication and interpersonal skills including the ability to exercise diplomacy and an excellent telephone manner.
• To have responsibility for maintaining appropriate spreadsheets and databases as requested by the team
• To extract data and provide reports from databases as requested by the clinical team or management
• To carry out general administrative duties such as photocopying, opening and distributing of post, and enveloping letters, checking shared email and EPIC in- boxes
• To cover emergency patient queries that come through the bleep phone and inbox and ensure patient details are kept up to date on the electronic systems
• To be a central point of contact for medical, nursing and management colleagues involved in the service. Liaise politely and effectively with other hospital departments to ensure good working relationships and effective running of specialty services

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.