Job summary
- Main area
- Administration / Secretarial
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (196-A&C942)
- Job ref
- 196-A&C942
- Employer
- Guy's and St Thomas' NHS Foundation Trust
- Employer type
- NHS
- Site
- Harefield Hospital
- Town
- Harefield
- Salary
- £32,199 - £34,876 per annum inclusive of Outer London HCA
- Salary period
- Yearly
- Closing
- 03/08/2025 23:59
Employer heading
Respiratory and Thoracic Surgery Administrator
NHS AfC: Band 4
Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services.
Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital.
Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions.
Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients.
In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research.
We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit.
Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’.
The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients.
We have one of the most ambitious capital investment programmes anywhere in the NHS.
Job overview
JOB TITLE: ADMINISTRATOR
AREA/SPECIALITY: RESPIRATORY / THORACIC SURGERY
GRADE: 4
DEPARTMENT: RESPIRATORY
RESPONSIBLE TO: BUSINESS SUPPORT MANAGER
ACCOUNTABLE TO: SERVICE MANAGER
LOCATION: HH, RESPIRATORY
Main duties of the job
Job Summary
1. To carry out secretarial and administrative duties to provide an efficient and effective medical administration and secretarial service to the care group/division, including the designated consultant(s), junior medical staff and multidisciplinary team
2. To facilitate provision of information relating to appointments and admission to patients
3. To provide cover for other medical secretaries and secretarial duties within the division
Working for our organisation
Department Information
Our values
Our values help us to define and develop our culture, what we do and how we do it.
It is important that we all understand and reflect these values in our work. We are:
Caring – we put patients first
Ambitious – we innovate and strive for excellence
Inclusive – we respect each other and work collaboratively
Our values and behaviours framework describes what it means for every one of us in the Trust to put our values into action. A summary of our framework can be found on our Trust jobs pages and our intranet.
Our centre is a world leader in the diagnosis, management, and treatment of lung disease. We treat patients from across the UK and abroad for the full range of respiratory disorders and have one of the world’s largest lung disease patient populations.
Detailed job description and main responsibilities
Job Summary
1. To carry out secretarial and administrative duties to provide an efficient and effective medical administration and secretarial service to the care group/division, including the designated consultant(s), junior medical staff and multidisciplinary team
2. To facilitate provision of information relating to appointments and admission to patients
3. To provide cover for other medical secretaries and secretarial duties within the division
Main tasks & responsibilities
Patient/customer care
Answer telephone queries and provide non-clinical advice regarding patient care and appointments/admission to patients, Trust staff, referring GPs and consultants
· To act as first point of contact for many patients and members of the general public seeking information and support from the hospital. The post holder must be able to triage the calls appropriately, as well as deal sympathetically with people who may be bereaved, distressed or angry using tact, persuasion and discretion. Assessing priorities and initiating action as required.
Communication
· Liaise with outpatients to arrange appointments for patients and with relevant departments to arrange investigations for patients, and ensure patients are involved accordingly. This can involve multiple bookings for individual patients which require co-ordination
· To liaise with the bed manager/ coordinator to facilitate patient admissions where required
· Liaise with external agencies (coroner, GP, hospitals, DVLA, DWP) and facilitate provision of reports/results from the clinical team
· To assist resolving informal complaints and support the formal complaints process
· Co-ordination of relevant information in the event of a patient death including internal notification of death form, cancellation of future appointments and informing medical records
· Liaise with staff from outreach clinics
· Preparing and distributing documents relating to clinical work in a timely fashion. Examples include:
- Discharge summaries
- Post discharge letters
- Clinic letters
- General correspondence to patients or referrers
· Ensure that appropriate clinical documents and images are uploaded onto Trust systems such as EPR and AGFA
· Use prescribed Trust systems such as EPIC to prepare dictated correspondence
· Type general correspondence/documents/presentations for the consultant in relation to education, administration, research etc
· To file copies of clinical documents (e.g. letters, reports and results of investigations) in patient’s case notes
· To file non-clinical documentation
· To track medical records appropriately
· To assist in searching for medical records to support other colleagues
· To update records and register patients on EPIC as required
· Scheduling of procedures within EPIC, and creation and distribution of all relevant documents
Service development
· Deputise for others and provide cross-cover within the team/division/care group
· Undertake appropriate administration duties on behalf of the directorate when requested
· Provide advice and support to new staff members or temporary staff
· To participate actively in team discussions on business planning and service development of administrative and secretarial systems, including the implications on these systems of changes in clinical practice
· To maintain diary for the consultant, including arranging meetings and clinical commitments
· To be responsible for the management of meetings including provision of rooms, facilities, distribution of agenda and minute taking
· Inform departments when consultant leave is scheduled, rearrange commitments where possible and assist in arranging cover where required
· Organise travel arrangements for the consultant in relation to clinical duties
· To enter and/or amend patient information onto the waiting list as required
· To monitor choose and book activity and deal with referrals in a timely and appropriate manner
· Manage correspondence sent to the consultant in a timely manner and ensure appropriate action is taken
· Management of consultant’s email inbox, replying and forwarding messages where appropriate
· To report faults with office or IT equipment
Any other duties that may be required following discussion with line manager
Person specification
Administrative and/or Secretarial Experience
Essential criteria
- 1 year
Experience of EPIC system
Desirable criteria
- 1 year
Experience of speaking with patients
Desirable criteria
- 1 year
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Michael Park
- Job title
- Administrator
- Email address
- [email protected]
- Telephone number
- 01895 823737
List jobs with Guy's and St Thomas' NHS Foundation Trust in Administrative Services or all sectors