Administrative Assistant

Guy's and St. Thomas' NHS Foundation Trust; City of Westminster; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading healthcare provider in the United Kingdom seeks a dedicated individual to join their Cancer Data Team. This role involves processing suspected cancer referrals, booking appointments, and maintaining patient records. The ideal candidate will possess strong communication and organizational skills, with a commitment to provide excellent patient care. The position offers flexible working hours, including shifts until 6 PM, and aims to support a healthy work-life balance.

Qualifications

• Experience in handling patient referrals and appointments.
• Excellent interpersonal and communication skills.
• Ability to work flexibly in a dynamic environment.

Responsibilities

• Process suspected cancer referrals and manage appointment bookings.
• Communicate with patients and clinical teams effectively.
• Ensure timely processing of patient data and follow-up.

Skills

Patient-focused communication

Organizational skills

Team collaboration

Job description

Overview

Are you interested in working in a dynamic and kind environment? Do you want to make a difference to patients with suspected cancer? If so, this position is for you! As part of the Cancer Data Team, the 2‑Week Wait (2WW) team provides Trust‑level support for multi‑disciplinary teams focusing on the care of those on a suspected cancer pathway. The team books appointments, supports the administrative function of the MDTs and proactively tracks patients on a suspected cancer pathway, liaising with colleagues in all areas of the Trust and with external agencies. Please note that this vacancy requires shift patterns between 8:00 and 18:00 Monday to Friday.

Responsibilities

• Process all suspected cancer referrals from internal and external organisations.
• Contact patients and book appointments appropriately within the cancer breach targets.
• Identify information required to support clinical decisions and source it accordingly, contacting other organisations as needed, ensuring all documentation is available to allow decisions to be made at the earliest opportunity.
• Complete actions regarding the care of patients within the designated pathway.
• Be the first point of contact for patients referred on a suspected cancer priority via the 2WW call centre.
• Manage the 2WW referrals waiting list.
• Receive patient referrals and administer them in line with timings and requirements set out in Trust and National policies.
• Have a clear understanding of the requirements of 2WW services for the designated patient care pathway, ensuring all information regarding the patient is ready for the clinical team on time.
• Review and escalates cancelled, suspended or deferred patient appointments accordingly and update the relevant suspected cancer pathway tracking.
• Follow the Standard Operating Procedures as set out by the Cancer Data Team Manager and Service Management teams.
• Update on all enquiries regarding patients' care on a cancer pathway from external/internal organisations in a timely manner.
• Identify patient care information required to support decisions and source it accordingly, contacting other organisations as required (e.g. requesting imaging and other results).
• Contact patients via call centre to book appointments.
• Email clinical teams with referrals that require vetting.
• Contact external parties via email or telephone to obtain further information required.
• Action day‑to‑day issues, ensuring a resolution, supported by the Assistant Pathway Manager.
• Escalate any patients at risk of breaching the Cancer Waiting Times standards to the relevant management in line with agreed escalation procedures.
• Develop working relationships with clinicians and managers across the directorate to support a seamless patient care pathway.
• Be proactive, responsive, flexible and patient‑focused at all times in line with Trust values.
• Maintain accurate input and maintenance of confidential patient data onto relevant Trust IT systems.
• Update the Cancer Patient Tracking List (PTL), ensuring patients are booked in line with clinical requirements, Trust and National waiting‑time targets and escalating exceptions.
• Ensure all patient health records are appropriately tracked and securely stored according to the Health Records, Information Governance and other relevant policies.
• Provide the information team with patient care pathway data to support submission of data to the National CWT database.
• Complete all mandatory training and attend training sessions provided by the team and the Trust.
• Rotate across different teams within the Cancer Data Team to broaden knowledge of tumour groups.
• Participate in departmental meetings.
• Undertake general office responsibilities including scanning, post collection, sorting of incoming post and stamping.
• Work flexibly to ensure the Cancer Data Team operates effectively, including working across both acute hospital sites and all specialty boundaries.
• Respond to telephone, e‑mail or written queries within the appropriate timeframe and escalated if necessary, in accordance with departmental protocols as directed by the Pathway Manager.
• Support any ad‑hoc audits such as referral quality and vetting turnaround, as required by the Patient Scheduling Directorate and Cancer Directorate management teams.
• Develop and maintain relationships with all staff groups to ensure the Cancer Data Team functions as effectively as possible.
• Interface with Primary Care and other organisations as required.
• Undertake any other duties commensurate to the grade to ensure the smooth and efficient running of the department, including deputising for the Patient Flow Coordinator if required.
• Cover shifts until 6 pm as part of the Trust’s extended‑hours strategy.

Flexibility & Working Hours

Work flexibly to cover shifts until 6 pm, including occasional evenings and weekends as required by the Trust’s extended‑hours strategy. We encourage all prospective applicants to discuss their individual circumstances to achieve a healthy work‑life balance.

Equality & Diversity Statement

Guy’s and St Thomas’ celebrates, respects and values diversity. We are committed to preventing discrimination on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity, gender reassignment, sexual orientation, pregnancy, maternity/paternity, or marital or civil partnership. Applications are welcomed from all eligible candidates, and we can make reasonable adjustments to support applicants throughout the application process.