Admin Assistant and Clinic Coordinator

Guys & St Thomas Hospital; Uxbridge; On-site; GBP 29,000 - 31,000; Full time

Job summary

An exciting opportunity to join the Fitness for Surgery Team at Harefield Hospital as a Band 3 Administrative Assistant/Clinic Coordinator. The role requires an enthusiastic and compassionate candidate to support the day-to-day operational management of surgical assessments, ensuring excellent patient care in a dynamic environment.

Qualifications

• Significant experience in a fast-paced high volume customer care environment.
• Evidence of formal training in administration practices.
• Healthcare experience preferred.

Responsibilities

• Assist with operational management of preoperative assessment clinics.
• Book and manage patient appointments and records.
• Provide administrative support to nursing staff.

Skills

Interpersonal Skills

Organizational Skills

Time Management

Customer Care

Ability to work with confidential information

Education

Good general education with English and Maths to GCSE standard

NVQ Care

Job description

This post is only open to internal applicants.

Admin Assistant and Clinic Coordinator

NHS AfC: Band 3

Main area Cardiothoracic Pre assessment services Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday) Job ref 196-A&C904

Employer Guy's and St Thomas' NHS Foundation Trust Employer type NHS Site Harefield Town Harefield, Uxbridge Salary £29,176 - £30,225 per annum inclusive of Outer London HCA Salary period Yearly Closing 08/07/2025 23:59

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

Exciting Opportunity: Band 3 Administrative Assistant/ Clinic coordinator
Fitness for Surgery Team – Harefield Hospital

We are pleased to offer an exciting opportunity to join the Fitness for Surgery Team at Harefield Hospital. We are looking for an enthusiastic, dynamic, and compassionate Band 3 Administrative Assistant Assistant and clinic coordinator to support our multidisciplinary team.

If you are passionate about patient care and thrive in a fast-paced environment, we would love to hear from you.

Main duties of the job

Job summary

• To assist the nurse specialist with the day-to-day operational management of the preoperative assessment and anaesthetic assessment clinics administrative functions.
• Book appointments for patients ,ensuring consistency with priorities and that patients are informed either in writing or on the telephone including cancel and rebook appointments in accordance with the trusts access policy
• Support the nursing staff in the running of the pre-operative assessment clinics. Uploading of clinic documents and any other tasks to ensure smooth running of the clinic
• To deputise for the nurse specialist in her absence on nonclinical issues and referring clinical issues to appropriate clinical staff.
• To provide administrative/secretarial support to the preoperative assessment team and nurse practitioners. This will include all aspects of IT support, arranging, amending patient appointments, filing clinical and nonclinical paperwork and processing information.
• Provision of secretarial support to the nurse practitioners including generating letters and responsible for administration of team records.
• To build a rapport and have a key working relationship with Consultants, Managers and other key members of staff within the trust and other hospitals.

Working for our organisation

Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals – Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield – as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.

We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.

We have a long tradition of clinical and scientific achievement and – as part of King’s Health Partners – we are one of England’s eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research’s biomedical research centres, established with King’s College London in 2007, as well as dedicated clinical research facilities.

Royal Brompton and Harefield hospitals joined Guy’s and St Thomas’ in February 2021 and is the largest specialist heart and lung centre in the UK and among the largest in Europe. We provide treatment for people with heart and lung disease, including rare and complex conditions, offering some of the most sophisticated treatment that is available anywhere in the world.

Detailed job description and main responsibilities

Main tasks and responsibilities

· Patiet/customer care (both direct and indirect)

Ø To assist the nurse specialist with the day-to-day operational management of the preoperative assessment and anaesthetic assessment clinics administrative functions and deputise in her absence.

Ø Work closely with the nurse specialist to ensure patients have a positive experience of the services provided.

Ø Ensure all enquiries/requests either in person, by telephone or in writing are dealt with in a pleasant and courteous manner.

Ø Book appointments for patients, ensuring consistency with priorities and that patients are informed either in writing or on the telephone including cancel and rebook appointments in accordance with the trusts access policy .

Ø Print patient clinic data sheets and for clinics as and when required.

Ø Ensure appropriate custody and care of patients’ documentation, maintaining confidentiality in accordance with Caldicott guidelines and the Data Protection Act 1984.

Ø Ensure patients are supported with language interpretation, transport or other issues where required.

Ø Support the nursing staff in the running of the pre-operative assessment clinics, uploading of clinic documents and any other tasks to ensure smooth running of the clinic.

Ø Retrieve clinic lists and delivering lists to various departments.

Ø To assist with directing or accompanying of patients to other departments for investigations.

Ø Develop clinical competencies to be able to undertake delegated tasks for nurse practitioners where appropriate.

Ø Ensure that all investigations booked are double checked the day before to ensure accuracy across the patient list , spread sheet and hospital systems the appointment to confirm.

Ø Facilitate the booking of tests for patients attending the pre op clinic and as requested for the nurse practitioners, informing the patients appropriately.

Ø Obtain results from other departments/hospitals and make available for the nurse practitioners to action within a requested time frame.

Ø Respond to patient’s enquiries passing on messages if appropriate to the relevant clinician or nurse practitioner.

Ø To peruse, observations and referring to clinical/medical staff for appropriate action to be taken.

Ø To coordinate visitors to clinic whilst ensuring patients privacy and dignity.

Ø To represent the department at various trust meetings as required.

Ø To monitor DNAs within the clinic and implement processes for the reduction of these.

Ø Take an active part in reviewing and facilitating changes to clinic procedures to ensure the service meets current and future needs.

Ø Assist with ensuring that effective communication standards with staff, other departments and service users are developed, implemented and monitored.

Ø Identify potential 52 week breaches and take appropriate action.

Ø Liaise with secretarial and clerical staff regarding patient’s appointments and pathways.

Ø Management of an effective computerized appointment system and procedures for clinics prioritising through written protocols and trust policies.

Ø Work with the nurse specialist to ensure maximum capacity and workflow with the clinics.

Ø Ensure there is always cover for clinics through liaison with the nurse specialist and/or modern matron.

Ø Be responsible for maintaining all office systems by ensuring staff work to agreed protocols and work standards set within the office.

Ø Organise extra clinics when capacity issues arise.

Ø Ensure all stationary is current and in sufficient supply.

· Information management

Ø Registration and input of patient information onto the system before the clinic date ensuring the data quality is of a high standard.

Ø Ensure patients attendance data at clinic is entered in a timely manner.

Ø Create active monitoring wait list entries as required for patients who are not fit for surgery and require further clinical input.

Ø Liaise closely with the IT helpdesk and project managers regarding errors, troubleshooting and upgrades of applications and systems.

Ø Maintain manual records as a backup during any failure and input data once system is restored.

Ø Provide annual data and reports for preoperative assessment services and other disciplines when requested.

Ø Responsible for accuracy and completion of data for pre op clinics, ensuring patient demographics are up to date and correct, ensuring we have the correct GP details.

• Further sections

Ø To abide by the Trust’s core behaviours for staff and all other Trust policies including standing financial instructions, research, governance, clinical and safety policies

Ø To attend mandatory training sessions and other study days as directed

· Other duties

Ø To undertake any other duties commensurate with the grade as requested.

Person specification

Qualifications/ Education

• Good general education with English and Maths to GCSE standard or equivalent
• Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of hospital administration
• NVQ Care
• Significant proven experience of delivering to high standards in a fast-paced high volume customer care environment.
• Ability to deal with a range of issues independently and efficiently
• Health care experience at level 11and able to use technology and equipment to assist in patient care

Skills/ Knowledge/ Ability

• Excellent interpersonal skills with the ability to liaise effectively with a wide range of multidisciplinary staff
• Ability to deal with difficult service users and challenging situations
• Ability to work with confidential data and information and deal with sensitive issues discreetly
• Organisational and time management skills to meet deadlines
• Possess a ‘can do’ attitude, with a flexible approach to work and the ability to cope with changing demands
• Knowledge of medical terminology

Physical Requirements

• Must be able to accompany patients for their tests if needed
• Must be able to work from a desk environment for extended periods

Guy’s and St Thomas’celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership.

Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy.

As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends.

We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personalcircumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process.

Your e-mail address is important to us -We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis.

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Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Our dedicated and talented staff make it their mission to provide outstanding care for our patients.

Fake job offers for medical professionals living abroad

The Trust has been made aware of a scam targeting medical professionals living abroad who are being sent fake letters offering a job. These letters contain the Trust’s contact details and are often signed by the Chief People Officer.

These letters are fake.

If you receive an offer of employment, please do not reply to the letter, provide any personal details, or send any money to anyone asking for a fee for the placement/job. If you have lost money or sent personal details you should immediately report it to your local law enforcement and contact your bank.

Please note that the Trust will only advertise job opportunities on our website, NHS jobs, LinkedIn, Indeed or Find a job.