Administration Assistant - Oncology B3

NHS Ayrshire & Arran; Glasgow; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading healthcare provider in Glasgow is seeking an administrative support professional to maintain patient records, manage appointments, and handle enquiries. The ideal candidate should demonstrate excellent data management skills and a commitment to high-quality patient care. Previous experience in an administrative role within a healthcare setting is beneficial. This position promotes teamwork and patient-centered care.

Qualifications

• Experience in managing patient data in compliance with GDPR.
• Ability to deal with enquiries from patients and staff effectively.
• Data entry skills and attention to detail required.

Responsibilities

• Provide administrative support for clinical and non-clinical staff.
• Maintain and update patient databases and hospital systems.
• Coordinate patient appointments and manage queries.

Skills

High quality administrative service

Computerised patient management system

Effective communication

Data handling

Job description

Overview

NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

What qualities must you hold for this job?

Provide a high quality administrative service for clinical & non-clinical staff to ensure efficiency in patient care. Operation of computerised patient management system(s), ensuring patient information is accurate and up to date in compliance with the General Data Protection Regulations 2018 (GDPR), to support patient care national returns.

• Deal with telephone and face to face enquiries from all staff groups in the NHS, patients, relatives, carers and external agencies, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery
• Assist in managing mail and directing/prioritising as required to ensure the efficiency of the service delivery.
• Update and maintain patient data on departmental databases and hospital systems.
• Assist in managing patient files, both manual & electronic, ensuring information is accurate and up-to-date and appropriate follow up systems are in place. This may include retrieval of files/x-ray films from offsite storage or other departments.
• Arrange/change appointments for patients, either by mail or liaison with the patient via telephone/face to face, in accordance with clinical staff instructions using appropriate computerised appointment system(s).
• Reception of patients at various reception desks throughout the hospital including outpatients and admissions.
• Record sickness/absence and annual leave and ensure this information is included on SSTS.
• Arrange and attend meetings and take minutes of these meetings where appropriate
• Arranges travel and accommodation for Consultant staff and visitors and co-ordinates expenses claim payments, ensuring this is carried out accurately and without delay. o Support triage of referrals by confirming all relevant detail is available and ensuring timely remit of all referral letters, managing non-responders and removing patients from the waiting list where appropriate, highlighting potential breachers to the relevant senior team.
• Coordination of patient procedures around donor tissue availability.
• Completion of clinic cancellation /reduction / clinic build forms on instruction
• Support booking of additions to recall waiting lists
• Cash handling in line with Standing Financial Instructions
• Ordering of stationery, leaflets, equipment and resources etc to ensure adequate resources available for team; this includes liaising with external suppliers
• Set up of external events / local initiatives
• Production of leaflets & posters where required Extracts, collates and provides data to enable preparation of verbal, written, statistical reports and returns.
• Shared responsibility for Health & Safety within the office area.
• Comply with the requirements of the General Data Protection Regulations (GDPR)
• Participate in annual PDP reviews and undertake induction and ongoing training where necessary.
• Promote and maintain a patient centred care ethos which supports effective ways of working and positive behaviours and attitudes to deliver a high quality patient experience.
• Be a role model for NHSGGC organisational values, demonstrating professionalism and a behavioural approach which promotes the principles of dignity and respect for all.

Informal contact: Hilary Thomson [e-mail]

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates This post may close early to the volume of response. Please submit your application form as soon as possible.

Due to the volume of applications that we receive, we will not be able to provide shortlisting feedback.

NHS Greater Glasgow and Clyde- NHS Scotland encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognising military skills, experience and qualifications during the recruitment and selection process.

Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.

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