Administrative Assistant | Guy's and St Thomas' NHS Foundation Trust

Guys and St Thomas NHS Foundation Trust; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading NHS healthcare provider in London is looking for an individual to join the Cancer Data Team, handling patient referrals and booking appointments alongside managing the 2 Week Wait (2WW) referrals. Candidates must possess good communication skills and the ability to work under pressure, making a difference in patients' healthcare journeys. This role includes a dynamic working environment and is ideal for those enthusiastic about supporting patient care within the NHS.

Qualifications

• Enthusiastic and patient-focused individuals.
• Able to work effectively both as part of a team and independently.

Responsibilities

• Process all suspected cancer referrals from internal and external organisations.
• Contact patients and book appointments within targets.
• Manage the 2WW referrals waiting list.

Skills

Good communication skills

Ability to work under pressure

Teamwork

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 MDTs, and proactively tracks patients on a suspected cancer pathway, liaising with colleagues in all areas of the Trust and with other 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 which may be required to support clinical decisions and source it accordingly, contacting other organisations as required; ensure 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.
• Act as the first point of contact for patients referred on a suspected cancer priority via the 2WW call centre.
• Manage the 2WW referrals waiting list.

This position is ideal for candidates who are compassionate, believe in the values of the NHS and want to make a difference to other people's lives.

At Guy’s and St Thomas’ you’ll be surrounded by an exceptional team of supportive colleagues. Their skill, passion and pride in what they do will inspire you and their encouragement will give you confidence. Our staff surveys show that people enjoy working here. We consistently feature as one of the top trusts in the country to work for and are proud to have the Investors in People Gold Standard.

Qualifications

• Enthusiastic and patient‑focused individuals with good communication skills, able to work effectively both as part of a team and independently, and able to work under pressure.

Planning and Organisation

• Receive patient referrals and administer them in line with timings and requirements as set out in Trust and National policies.
• Ensure 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 escalated cancelled/suspended/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 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).

Communication

• Contact patients via call centre to book appointments.
• Email clinical teams with referrals that require vetting.
• Contact external parties via e‑mail/telephone to obtain any 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.

Information Resources

• Responsible for the accurate input and maintenance of confidential patient data onto relevant Trust IT systems.
• Responsible for the update of the Cancer Patient Tracking List (PTL), ensuring that patients are booked in line with clinical requirements, Trust and National waiting time targets and escalating exceptions.
• Ensure that 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 their submission of data to the National CWT database.

Education and Professional Development

• Complete all mandatory training.
• Attend training sessions provided by the team and within the Trust.
• Collaboration with multidisciplinary teams to support timely patient care; a basic understanding of cancer waiting time standards and patient cancer pathways is desirable.
• Rotate across different teams within the Cancer Data Team, to broaden knowledge of tumour groups.
• Participate in departmental meetings.

General

• Undertake any general office responsibilities including scanning, collection of post, sorting of incoming post into departmental and priority order, date and receipt stamping of any post.
• Work flexibly to ensure that the Cancer Data Team operates effectively, including working across both acute hospital sites and across all specialty boundaries.
• Respond to any 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, vetting turnaround etc., as required by the Patient Scheduling Directorate management team/Cancer Directorate management team.
• 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, required to ensure the smooth and efficient running of the department, including deputising for the Patient Flow coordinator if required.
• Work flexibly to cover shifts until 6 pm as the Trust, like all NHS Trusts across England, is working towards extended hours to meet the needs of patients.

This advert closes on Tuesday 16 Dec 2025.