Administration Assistant - Oncology B3

NHS National Services Scotland; Glasgow; On-site; GBP 20,000 - 30,000; Full time

Job summary

A major healthcare system in Scotland is seeking an Administrative Officer to provide high-quality support in patient care and data management. Your role will include handling inquiries, coordinating appointments, and maintaining records in compliance with regulations. Ideal candidates will have strong organizational and communication skills, along with a commitment to patient-centered care.

Qualifications

• Ability to operate computerised patient management systems.
• Experience in dealing with calls and in-person inquiries.
• Capable of maintaining patient data accurately and in compliance with GDPR.

Responsibilities

• Provide a high quality administrative service for patient care.
• Update and maintain patient data on departmental databases.
• Arrange appointments and coordinate patient procedures.

Skills

Customer service skills

Organizational skills

Attention to detail

Communication skills

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.

Responsibilities

• Provide a high quality administrative service for clinical and non-clinical staff to ensure efficiency in patient care.
• Operate computerised patient management systems, ensuring patient information is accurate and up to date in compliance with GDPR, to support patient care and national returns.
• Deal with telephone and face-to-face enquiries from all staff groups in the NHS, patients, relatives, carers and external agencies; direct and prioritise queries as appropriate to ensure efficiency and effectiveness of service delivery.
• Assist in managing mail and directing/prioritising to ensure the efficiency of service delivery.
• Update and maintain patient data on departmental databases and hospital systems; assist in managing patient files (manual and electronic) ensuring information is accurate and up-to-date with appropriate follow-up systems 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 where appropriate.
• Arrange travel and accommodation for Consultant staff and visitors and co-ordinate expenses claim payments, ensuring this is carried out accurately and without delay.
• 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 breaches to the relevant senior team.
• Coordinate patient procedures around donor tissue availability.
• Complete clinic cancellation/reduction/clinic build forms on instruction.
• Support bookings of additions to recall waiting lists.
• Cash handling in line with Standing Financial Instructions.
• Ordering of stationery, leaflets, equipment and resources to ensure adequate resources for the team; liaising with external suppliers.
• Set up external events/local initiatives.
• Produce leaflets and posters where required.
• Extracts, collate and provide data to enable preparation of verbal, written, statistical reports and returns.
• Share responsibility for Health and 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 dignity and respect for all.

The department

The role/opportunity

• Key responsibilities, essential and desirable criteria (skills, knowledge, and experience) that the successful candidate must have. You can include what a typical day/week can look like and any opportunities for development and learning.

Requirements

• Any specific requirement such as professional registration, driving licence etc

Informal contact

Hilary Thomson, [e-mail]

Recruitment information

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

Application notes

This post may close early due to 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 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 and have not been solely produced or altered by AI or similar technologies.

For application portal/log-in issues, contact the Jobtrain support hub.