Outpatient Administration Coordinator

To provide a comprehensive administrative and clerical support service to the Outpatients Department, ensuring efficient patient flow, accurate record keeping, and effective coordination of clinics, staff, and resources.

To provide a comprehensive administrative and clerical support service to the Outpatients Department, ensuring efficient patient flow, accurate record keeping, and effective coordination of clinics, staff, and resources.

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.

Key Responsibilities

1. Administrative & Clerical Support

· Provide general clerical support including filing, scanning, photocopying, and document management.

· Ensure all patient records and paperwork are accurately filed and readily accessible.

· Request and track patient medical notes in a timely manner.

· Maintain accurate electronic and paper-based records in line with Trust policies.

2. Clinic Coordination & Room Management

· Organise and coordinate clinic room bookings, ensuring optimal use of available space.

· Support the daily setup and smooth running of outpatient clinics.

· Adjust room allocations as required to meet service demands.

3. Staff Allocation & Support

· Assist in the coordination and allocation of staff to clinics where required.

· Provide administrative support to clinical teams to ensure efficient service delivery.

4. Patient Coordination

· Arrange ambulance transport for patients following outpatient appointments.

· Provide clear communication to patients regarding appointments and transport arrangements.

· Support patient flow through the department to minimise delays and improve experience.

5. Stock Management

· Monitor and order departmental stock and supplies in line with ordering procedures.

· Ensure adequate levels of stationery and clinical consumables are maintained.

· Check deliveries and report discrepancies.

6. Problem Solving & Troubleshooting

· Identify and resolve day-to-day operational issues within the department.

· Respond promptly to unexpected changes (e.g., clinic delays, room issues, staffing gaps).

· Escalate complex issues to senior staff where appropriate.

· Ensure that all clinic rooms have a working computer, and printer, if not escalate to IT and monitor repairs.

7. Communication

· Act as a point of contact for staff, patients, and external services (e.g., transport providers).

· Communicate effectively with multidisciplinary teams.

· Maintain confidentiality at all times in line with data protection regulations.