Hospital Administrator (Full Time or Part Time)

We are seeking a highly organised and proactive Medical Secretary/Ward Administrator to provide seamless administrative and secretarial support to an assigned clinician and ward. This role is pivotal in ensuring smooth operations and delivering high-quality service within a healthcare setting. The ideal candidate will thrive in a dynamic environment, balancing multiple priorities with professionalism and efficiency.

Key Responsibilities:

• Act as the first point of contact for the clinician, managing and screening incoming calls, scheduling appointments, and handling referrals to other healthcare providers.
• Coordinate consultations, tests, scans, and other appointments, ensuring optimal calendar management to support physician productivity.
• Attend and take accurate minutes during meetings, HR investigations, and clinical governance sessions.
• Prepare and transcribe medical reports, summaries, patient histories, manuscripts, and correspondence from dictations and notes.
• Develop and manage filing and retrieval systems for patient records, meeting notes, and other critical documents to ensure quick access and maintain historical references.
• Uphold patient confidentiality and safeguard operational integrity by following data protection protocols.
• Liaise with other secretaries and administrative staff to ensure effective communication and provide coverage during absences.
• Offer front-of-house support when necessary, delivering a welcoming and professional service to patients and visitors.
• Monitor and maintain office supplies inventory, including placing orders, verifying deliveries, and anticipating departmental needs.
• Efficiently prioritize and organize workload to meet deadlines and support team goals.
• Assist with data entry and management for regular audits, ensuring accuracy and compliance.

Essential Skills & Experience:

• Proven experience in an office environment, preferably in a healthcare setting.
• Advanced IT skills, particularly in Microsoft Office and database systems.
• Ability to work independently and as part of a collaborative team.
• Strong ability to remain composed under pressure and adapt to changing demands.
• Proficient touch and audio typing skills.
• Experienced in minute-taking with a high level of accuracy.
• Excellent verbal and written communication skills.
• Superior organizational, interpersonal, and time management abilities.
• Demonstrated ability to prioritize tasks and manage competing deadlines effectively.

Desirable Qualifications & Experience:

• Previous experience in the Mental Health sector.
• Prior role as a Medical Secretary or Ward Administrator.
• Relevant qualifications such as AMSPAR, NVQ in Administration or Medical Secretarial Studies.
• Familiarity with medical or mental health terminology and healthcare information practices.
• Experience in collating data for auditing and compliance purposes.

Schedule:

• Job Types: Full-time or Part-time
• Hours: 9am to 5pm, Monday to Friday
• Salary: £23,000

Benefits:

• Employee discount
• Referral program