Clinical Admin Co-ordinator

This list of duties and responsibilities, which follows, represents the broad range of tasks which may be required to be undertaken either routinely or periodically. This list is not exhaustive and the role may include additional duties which are not listed here. In carrying out these duties, the post holder is expected to coordinate, administer, monitor and report on agreed processes.

Accountability for clinical decisions, formal workforce decisions, performance management, disciplinary matters, complex sickness management, safeguarding decisions, and governance sign-off remains with the appropriate clinical lead, line manager, Workforce/HR, or senior manager.

Provide practical coordination and high-level administrative support to the senior clinical leads. Run an effective and efficient multiple diary management system as necessary to ensure co-ordination between Clinical Leadership Team. Prepare reports, agendas, minutes, presentations and other similar documents using typing skills and a variety of software packages. Deal with incoming telephone enquiries and written queries promptly and efficiently. Manage own workload capacities to ensure deadlines are met by working on own initiative as required.

Support the clinical leadership team by managing day-to-day administration for uncomplicated GP, nurse and allied health professional sickness monitoring and return-to-work interview arrangements, in liaison with the Workforce team as required. The post holder will not make employment decisions or manage complex sickness matters and will escalate any concerns to the appropriate senior clinical lead or Workforce team. Manage regular annual leave and study leave requests, liaising with appropriate clinical lead as required.

Support clinical induction process by covering areas of induction that are process and operational and arranging 1:1s between Clinical lead and new clinician for clinical aspects of induction prior to first shift. Support the Clinical Leadership team with the administration and coordination of direct report processes, including facilitating appraisals, probation reviews or 1:1s. Responsibility for management decisions, formal feedback and any resulting actions remains with the relevant line manager or clinical lead.

To create and maintain professional relationships with all clinical, personnel, staff from other agencies, clients and members of the public.

Monitor and follow up clinician compliance with mandatory training and support workforce team with other recurring compliance requirements, escalating as necessary. Data collection and reporting, action tracking. Work with Finance, HR, governance, and operational colleagues to support information gathering, reporting, and effective use of resources. Support the Clinical Governance Team with tasks as and when required. To adhere to all CH policies and procedures.

Co-ordination of staff meetings and clinical forum. Provide high quality administration support to meetings including agenda setting; collection of papers; distributing agendas and papers; accurate minute-taking; action logs and timely distribution of minutes. Action all tasks in a professional, timely and efficient manner and to promptly inform the Associate Clinical Director of any issues or delays.

Support service improvement and standardisation work across Cumbria Health, contributing to agreed projects and work streams under the direction of the Associate Clinical Director. Help document and maintain consistent operational processes, templates, guidance, and patient pathway information across practices. Use data, feedback, and service information to support the identification of improvement opportunities and to evidence progress. Assist with the implementation of new initiatives, service models, and operational changes aligned to organisational priorities.

Undertake specific project work as requested. To adopt a flexible approach to meet the changing needs of the organisation. Participate and ensure own on-going development. Participate in supervision, appraisal, mandatory training, and continuing professional development as part of the roles development focus.