adminKing’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley.
We encourage all our staff to have a healthy work/life balance. In doing so, you can apply for flexible working from the beginning of your employment. We offer a range of options which are designed to suit different circumstances and priorities in line with service requirements.
Job overview
The post holder will be mainly responsible for making Cardiac diagnostic and outpatient appointments and assist with maintenance of waiting lists, as appropriate. They will also assist with other aspects of administrative and clerical work as required in the running of the department, including staffing reception. The post holder will support the setting up and maintenance of office systems (administration of referrals, filing information etc). The post holder will be responsible for the provision of an effective administrative service to the clinical team. They will liaise with patients, the multi-disciplinary team, internal departments and external agencies to ensure continuity in achieving excellence in patient care. The post holder will ensure confidential and sensitive information is kept secure. The post holder will work independently and follow the policies and procedures for the department. The post holder will be expected to act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes. The post holder will be responsible for the booking and maintenance of the appointments system. This is a role with lots of variety and ad hoc demands and so the post holder will possess excellent time management and planning skills.
Main duties of the job
· To agree appointment dates and times with patients over the telephone and send out appointment letters promptly.
· To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone, and other wards / departments as necessary including staffing reception for non-invasive diagnostics.
· To deal with patient and staff enquiries clearly, by phone, in person and via email, promptly, efficiently and politely, resolving local issues and relaying messages where necessary.
· To deal with patients who DNA according to the Department’s DNA policy.
Responsible for the organisation and maintenance of filing systems within the Department; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.
· To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, scanning and photocopying, as required.
· To assist in the induction and training of new and temporary staff.
· Report weekly waits and any other relevant information as required by the outpatient manager.
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Working for our organisation
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 agree appointment dates and times with patients over the telephone and send out appointment letters promptly.
To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone, and other wards / departments as necessary including staffing reception for non-invasive diagnostics.
To deal with patients who DNA according to the Department’s DNA policy.
Responsible for the organisation and maintenance of filing systems within the Department; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.
To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, faxing, photocopying and scanning as required.
Report weekly waits and any other relevant information as required by the outpatient manager.
To work as a member of the Cardiac Non-Invasive & Outpatients clerical team. Whilst the post holder will be based in an agreed area they may be expected to help cover work (eg reception) within other areas of the department as service demands.
Actively participate in own personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KSF procedures.
Develop a clear understanding of the service and the role.
Ensure all office equipment is functioning correctly, arranging for repair as necessary.
To deal with patient and staff enquiries clearly, by phone and in person, promptly, efficiently and politely, resolving local issues and relaying messages where necessary.
To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, faxing and photocopying, as required.
To assist in the induction and training of new and temporary staff.
The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
To observe the rules, policies, procedures and standards of King’s College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
To observe and maintain strict confidentiality of personal information relating to patients and staff.
To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.
This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.
All employees must hold an ‘nhs.net’ email account which will be the Trust’s formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly. Infection Control Statement
The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.
These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times
attending mandatory training on safeguarding children and adults
familiarising themselves with the Trust’s processes for reporting concerns
reporting any safeguarding child or adult concerns appropriately
Person specification
Knowledge Training and Experience
Essential criteria
- Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
Desirable criteria
- Prior experience in healthcare administration, medical office, or scheduling roles.
- Proficiency in Epic, Patient tracking lists and Work-queues
- Understanding of Patient Access Targets
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
- Click here to see the range of benefits we offer
- 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.
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