Job summary
- Main area
- Outpatients
- Grade
- NHS AfC: Band 4
- Contract
- Fixed term: 12 months (Fixed 1 year)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 196-A&C834
- Employer
- Guy's and St Thomas' NHS Foundation Trust
- Employer type
- NHS
- Site
- Harefield Hospital
- Town
- Harefield
- Salary
- £31,081 - £33,665 per annum inclusive of Outer London HCA
- Salary period
- Yearly
- Closing
- 20/06/2025 23:59
Employer heading
Receptionist/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
We are looking for a highly motivated individual with previous administrative experience, a strong sense of team spirit and is keen to develop in this new role delivering high quality service and support to the Transplant Outpatient team. The successful applicant must be able to work as part of a team as well as autonomously.
This essential and highly valued role is to provide administrative support that enables the smooth running of the Transplant Outpatient department, supporting the Nurses and Health Care Assistants in delivering high quality patient care.
Main duties of the job
- To provide cover for transplant outpatient reception and related duties, as required.
- Manage, maintain, and develop reporting systems in EPIC
- Maintain staff records, for example, sickness absence, annual leave and mandatory training records. As required, request bank staff cover.
- In conjunction with the nurse in charge undertake off duty scheduling and input electronically.
- Preparation and management of clinic lists
- Manage timely distribution of external specimen requests, for example blood request forms/boxes.
- Undertake administrative duties, for example filing, uploading letters and clinical results to EPIC system.
- To triage enquiries whilst covering the reception desk and forward to the nurse in charge to be dealt with in a timely
- Record patient attendance
- Make follow-up appointments for patients who are being discharged home from the ward ensuring any procedures are booked as requested.
- General administration duties as required.
Working for our organisation
The Transplant Outpatient department delivers a range of outpatient services for a growing population of pre and post-transplant patients. The successful candidate will need to be flexible in their working practice, possess good communication and interpersonal skills and be able to effectively prioritize workloads and deadlines. Previous experience in a hospital environment desirable but not essential. In return the successful applicant will be fully supported whilst gaining a wealth of experience.
Detailed job description and main responsibilities
Communication
- Maintain and promote effective communication with all members of the multi-disciplinary team and wards/departments.
- While covering transplant reception inform patients of any known delays.
- Refer patients immediately if they arrive unwell/become unwell, to the nurse in charge.
- Make senior staff aware of any potential complaints in a timely manner and report any complaints when they arise.
- Liaise with external agencies, for example, GP’s and CCG’s (regarding patient transport).
Resource management
- Undertake ordering of supplies as required by the department to ensure adequate stock levels.
- Promptly report faults
Further responsibilities
- To ensure all team members have a real voice in the development of the Transplant Outpatient service to patients/customers
- To maximise the potential of all team members and to ensure that all team members have a meaningful appraisal/personal development plan that includes feedback to the individual from a selection of internal customers and team members
- To provide a safe and attractive working environment for team members within available resources
- To attend and play a part in corporate groups as a representative of the directorate and team to represent the Trust at regional and national conferences and on working groups as appropriate
- To abide by the NHS Code of conduct for managers, the Trust’s Core behaviours for staff and managers and all other Trust policies, codes and practices, including standing financial instructions, research governance, clinical governance, patient and public involvement and health and safety.
- To abide by the Trust’s Core behaviours for staff and all other Trust policies, codes and practices including standing financial instructions, research governance, clinical governance, patient and public involvement, codes and practices, and health and safety.
Other duties
To undertake any other duties commensurate with the grade as requested.
- To attend mandatory training and take part in in-house training and other such courses of instruction as may be required.
- Ensure annual appraisal is completed.
Person specification
Qualifications
Essential criteria
- Minimum 5 GCSE's or equivalent
Desirable criteria
- NVQ At Level 3, BTEC or equivalent “A” levels
EXPERIENCE & KNOWLEDGE
Essential criteria
- Knowledge and experience of a broad range of administration duties in a healthcare setting • Good understanding of medical terminology • Experience of working with the general public. Experience of working part of a team
Desirable criteria
- Previous experience with EPIC/CERNA
SKILLS & ABILITIES
Essential criteria
- Use of hospital IT systems, • Good written and verbal communication skills, Effective organisational skills,
Desirable criteria
- Advanced use of Microsoft Word, Excel, Canva and Teams and an ability to learn new IT systems
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
- Hilary Sharpe
- Job title
- Senior Sister
- Email address
- [email protected]
- Telephone number
- 01895828668
- Additional information
Please also forward queries to [email protected]
List jobs with Guy's and St Thomas' NHS Foundation Trust in Administrative Services or all sectors