Clerical Coordinator

Imperial; Newport; On-site; GBP 24,000 - 30,000; Full time

Benefits offered by this job

Career development

Flexible working

Wellbeing program

Staff recognition scheme

Cycle to Work

Car lease schemes

Season ticket loan

Onsite leisure facilities

Job summary

Imperial College Healthcare NHS Trust is seeking a clerical coordinator for the Imaging Department at St Mary’s Hospital. You will greet patients, book examinations, and compile daily lists, while registering new patients on IT systems and sending appointment reminders when on site.

Role requires experience with hospital admin systems, good communication, and ability to liaise with radiology staff, clinicians, and the public. NHS experience preferred and flexible working possible.

Qualifications

• General clerical experience including filing.
• NHS experience preferred; knowledge of hospital CERNER patient administration system.
• Experience in dealing with patients' appointments and booking system.
• Knowledge of medical terminology.
• Experience working with clinicians, GPs, managers and other clinical staff.
• Experience using a Radiology Information System (RIS).
• Knowledge of NHS waiting and booking targets.

Responsibilities

• Provide a comprehensive reception and examinations booking service to patients attending the Imaging Department.
• Respond to and deal with a variety of complex requests by telephone, fax or in person.
• Ensure bookings meet national waiting time standards and manage initial patient assessments for imaging requests.
• Work independently, prioritise workload, and coordinate with the wider admin team.
• Work under the direction of the Reception Supervisor/Operational Lead.

Skills

Customer care

Telephone manner

IT skills

Microsoft Office

Education

A Level, NVQ3 or equivalent

Formal Customer Care Training

Tools

Cerner

RIS

Job description

Fulfil your potential in hospitals that make history:

Charing Cross, Hammersmith, St Mary’s, Queen Charlotte’s & Chelsea and Western Eye.

With five world-renowned hospitals, Imperial College Healthcare NHS Trust is full of opportunity if you are looking to develop your healthcare career.

We are an NHS Trust of approximately 16,000 people, providing care for over a million and a half patients from north west London and beyond every year.

We have a rich heritage and an ambitious vision for the future of our patients and local communities.

With our partners, Imperial College London, and The Royal Marsden NHS Foundation Trust, we form Imperial College Academic Health Science Centre, one of 6 academic health science centres in the UK, working to ensure the rapid translation of research for better patient care and excellence in education.

We are proud of our heritage in innovation and we are early adopters of new insights in technologies, techniques and treatments for improving health.

Job overview

The Imaging department at St Mary’s hospital currently has a clerical coordinator vacancy.

The successful candidate will be part of a team involved in various administrative and reception functions including meeting and greeting patients, booking patients in for their examinations and making complex Imaging appointments. The job also entails compilation of daily lists, filing, registering new patients on IT systems and various other administrative tasks, including patient appointment reminders when based at St. Mary’s Hospital site.

You will also be answering telephone queries and booking Imaging appointments. The job requires the use of various computer systems including Patient Administration Systems and Radiology Information Systems.

Previous experience of using the hospital Patient Administrative Systems, formal Customer Care Training, a good understanding of imaging procedures and general clerical experience are very desirable.

We are looking for candidates with previous experience of dealing with patient appointment and booking protocols, with a proven track record of strong administrative skills.

You will need to have excellent communication skills and be able to liaise with all members of the Radiology team, Clinicians, other Trust staff, external providers and members of the general public.

Main duties of the job

• The post holder will provide a comprehensive and efficient reception and, examinations booking service to patients attending the Imaging Department.
• To respond to and deal with a variety of often complex requests in a timely manner, whether by telephone, fax or in person.
• The post holder will ensure bookings do not breach the national waiting time standards and managing an efficient process of initial patient assessment for all Imaging request forms.
• The post holder will be expected to work independently and manage and prioritise their workload, liaising closely with the wider administration team in the Department.
• To work under the direction and supervision of the Reception Supervisor/Operational Lead.

Working for our organisation

At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.

Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You’ll get an experience like no other and will fast forward your career.

• Benefits include career development, flexible working and wellbeing, staff recognition scheme.
• Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.

We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview.

Environmental sustainability
Climate change and poor air quality is a health emergency that harms people’s health and wellbeing and widens health inequalities. The Trust is also committed to reducing its impact on the environment by reducing our greenhouse gas emissions to Net Zero by 2045. All our employees have a role to play, and we have an active green network that supports staff to act in ways that ensures that our services are efficient, sustainable and reduce our impact on the environment www.imperial.nhs.uk/about-us/our-strategy/green-plan .

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required. For both overviews please view the Job Description attachment with the job advert.

Person specification

Education

• A Level, NVQ3 or equivalent experience
• Formal Customer Care Training or willingness to undertake

Experience

• General clerical experience including filing
• Previous NHS experience required Knowledge of hospital CERNER patient administration system.
• Previous experience of dealing with patients appointment and booking system
• Knowledge of medical terminology
• Experience of having working relationships with clinicians, GPs, managers, consultants and other clinical staff.
• Prior experience of working in a healthcare environment Experience of using a Radiology Information System (RIS)
• Knowledge of NHS waiting and booking targets

Skills

• Good telephone manner
• Good keyboard and IT skills
• Ability to input and retrieve data accurately on a computerised system
• Ability to manage difficult situations
• Ability to work unsupervised and use own initiative
• Proficient use of Microsoft Office (Word & Outlook) Desire to learn and develop within the role

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on UK Visas and Immigration - GOV.UK

We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with general data protection regulation (GDPR).

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.