Job overview

The post holder will be responsible for delivering an effective and efficient support service to specialty  Point of Delivery teams (POD), to assist in the provision of quality patient care. This will include general clerical and administrative duties that support the administrative elements of the entire patient pathway. 

The post holder will have skills in all areas of administrative functions to enable them to support the 
patient pathway.

Main duties of the job

1. To be responsible for the timely processing and distribution of all incoming mail 
2. Ensure all letters, faxes and documents received into the area of work from whatever source are 
date stamped upon arrival and processed according to the established Standard Operating 
procedures (SOPs) 
3. Register and log all referrals coming into the department and processed according to SOPs 
4. To support Patient Pathway Coordinators (PPCs) with printing documents from a variety of 
systems, including the medical transcription system 
5. Check that all printed clinic and appointment letters are complete and accurately addressed, and 
escalate any that need correction to PPCs 
6. Assist the Patient Pathway Coordinators and Assistant PPCs to ensure all healthcare notes and 
diagnostic results are available for each patient at the beginning of the clinic session 
7. Ensure all relevant documents are filed either electronically or paper, in patients’ healthcare 
records according to Trust policy and local standards for turnaround time 
8. Retrieve health records as requested by members of the team 
9. Book and reschedule patient outpatient appointments as required 
10. Review text reminder reports daily and undertake relevant actions regarding patient appointments 
11. Respond to emails about appointment queries as directed 
12. Assist with booking services for patients e.g. transport and Language Line 

Working for our organisation

Croydon Health Services NHS Trust provide hospital and community services from a number of community and specialist clinics throughout Croydon. The Trust was formed on 1st August 2010 through the integration of Croydon Community Health Services and Mayday Healthcare NHS Trust. Around 4,100 staff provide services for a population of over 360,000 people who are relatively young with a high level of ethnic diversity. 

Our main hospital site, Croydon University Hospital is one of the busiest in London. We’re also leading the way in providing more healthcare outside hospitals at clinics, specialist centres and in people’s homes. Our experienced district nursing teams, Allied Health Professionals and community matrons look after people of all ages across Croydon and our Children’s Hospital at Home cares for children with long-term conditions without them having to come to hospital. 

Across the NHS everyone is working hard to meet growing demand and we’re no exception. But with the right people on board, we are rising to this challenge, putting our people in the driving seat, encouraging innovation and transforming our services to give local people the quality of care they deserve. Croydon Health Services puts a great deal of importance on education and training throughout the careers of all of our staff. As well as offering access to a range of core skills training and professional development.