Job overview

We are seeking to appoint an Administrative Assistant to provide comprehensive and flexible clerical support across the centre’s clinical teams and subspecialty services. The role will support a range of administrative functions including patient record management, referral processing, pathway administration, correspondence, appointment administration and communication with patients and multidisciplinary teams.
 
The post holder will be required to utilise the Trust’s Patient Administration System (PAS) across all aspects of Health Records, Patient Access, and e-Referral systems, ensuring that all patient information is accurately recorded, maintained, and updated in line with Trust policies and information governance standards.
 
The role will involve extensive daily use of visual display equipment (VDU) and keyboard-based systems; therefore, demonstrable experience in administrative processes and proficiency in relevant office software packages is essential.

Main duties of the job

• To provide comprehensive administrative support across the centre’s clinical teams and subspecialty services, supporting patient record management, referral processing, appointment administration, pathway administration and related clerical processes in line with Trust access targets and waiting time standards.
• To process referrals received via e-Referral Service (e-RS), internal referrals and other sources, ensuring appropriate triage in accordance with relevant clinical team and subspecialty pathway protocols.
• To arrange and schedule patient appointments, including follow-ups, diagnostics and assessments, supporting effective utilisation of clinic capacity and escalating any capacity issues as appropriate.
• To act as a point of contact for patients, relatives, and multidisciplinary team members, providing clear, professional communication regarding appointment queries, changes, and pathway processes.
• To support administrative monitoring and validation of patient pathways, identifying delays or potential breaches and escalating concerns to line managers in line with Trust escalation procedures.
• To ensure all administrative processes comply with Trust policies, including data quality standards, confidentiality (GDPR), and information governance requirements.
• To support the management of correspondence, clinic outcomes and follow-up actions arising from clinical teams across subspecialties, ensuring timely completion and accurate documentation.

Working for our organisation

Our Poppy’s Promise Commitment

We believe that compassionate care sits at the heart of everything we do. Every member of our team —  clinical or non-clinical — plays a vital role in ensuring that patients, families, and colleagues are treated with dignity, empathy, and respect at all times.

We expect all staff to demonstrate compassion not only through their words, but through their actions: by listening attentively, communicating clearly and kindly, and recognising  individual needs, feelings, and circumstances of those in our care.

Effective communication is central to safe and high-quality healthcare. We value colleagues who take the time to understand others, explain information in a  meaningful way, and respond to concerns with patience and understanding.

By joining our team, you are committing to uphold these values — ensuring that every patient feels heard, respected, and valued, and that compassion is embedded in every interaction, every day.

Our vision, 'To provide excellent care for the communities we serve,' is not just a statement; it's a promise we live by every day. Guided by our core Values - Partnering, Ambitious, Caring, and Trusted - we're determined to make a real difference in the lives of those who matter most: our patients and their families.

If you're ready to be part of a team that's dedicated to continuous improvement, come join us and let's make a difference together!