Paediatric PPA

Epson and Stelier University Hospital NHS Foundation Trust; City Of London; On-site; GBP 22,000 - 26,000; Full time

Job summary

Epson and Stelier University Hospital NHS Foundation Trust is seeking a proactive administrative professional to join a busy clinical support team. You will manage patient attendances and admissions, maintain accurate records, and input registration and waiting list data across the trust's computer systems.

The role emphasizes excellent customer care, clear communication, and safeguarding responsibilities, with liaison to clinical staff, translation services when needed, and support to meet

Qualifications

• GCSE English and Maths at grade C or above.
• Knowledge of IT/Patient administration systems.
• Experience in patient administration in a healthcare setting.
• Excellent customer care and communication.

Responsibilities

• Maintain accurate patient attendances and admissions records across systems.
• Input registration and waiting list data onto trust systems.
• Liaise with clinical staff to ensure equipment and patient needs are met.
• Arrange translations (foreign language or sign language) as required.
• Provide information services and support to elective patients and relatives.

Skills

Customer care

Communication

Prioritisation

Attention to detail

Education

GCSE English & Maths

NVQ level 3 in Business Administration

Tools

iClip

Databases

Spreadsheets

Job description

Detailed job description and main responsibilities

• To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient attendances and admissions. This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trust's computer systems and ensuring that all patient records are kept up to date with any details relevant to the patient's attendance and/or admission.
• To liaise with clinical staff to ensure that specialist equipment is available, where required, and that clinical teams (e.g. ward, outpatient department etc.) are aware of patients with specialist needs.
• Produce and disseminate patient and healthcare professional correspondence in a timely manner, including clinical correspondence and discharge summaries, to achieve quality measures.
• Schedule patients in accordance with outpatient, diagnostic and inpatient/day case waiting time targets and that attendance/admissions information is accurately recorded on all appropriate databases, including, but not limited to, iClip, Cito, PACS etc.
• To arrange translation services, in liaison with the appropriate departmental manager, as required. This may include foreign language &/or sign language translation. Ensure that such services are available for the period of patient attendance &/or admission as appropriate.
• To maintain an efficient system for the tracking of healthcare records and X-rays. This includes ensuring patients' records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports etc. and preparing them and patients' records for review by clinicians. The postholder will keep the computer tracking system updated, ensuring that any medical notes in your possession are kept in numerical or alphabetical order and that they are kept in a non-public area and that all patient documentation is filled in patients' notes &/or transferred to appropriate ward, medical records &/or other departments as required.
• To refer to the Patient Pathway Coordinator in instances when complex issues or complaints present themselves as a first point of contact before referring to the Assistant Service Manager.

Multi-disciplinary working

• To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.
• To liaise with Cancer Services MDT Coordinator(s) to ensure that all patients with suspected/confirmed malignancy are treated in accordance with Improving Outcomes: A Strategy for Cancer/Cancer Reform Strategy.
• As appropriate, to notify GPs via telephone or email of attendance outcomes and diagnostic results.
• Liaise with clinical/diagnostic teams to ensure that all diagnostic appointments are booked within an appropriate timescale and results are available.

Customer Care/ General Administration

• Provide information service for elective patients (including distressed and anxious patients/relatives as required). Be aware of the needs and concerns of patients and provide a friendly, efficient and courteous service to patients, relatives and visitors, providing them with advice and information as appropriate. Use empathetic approach to patients and/or relatives seeking assistance from clinical staff/senior managers as appropriate.
• Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, acting as appropriate. This will include enquiries from patients, their GPs and community hospitals.
• Provide cover for colleagues across the specialty/clinical directorate during periods of planned annual leave and sickness.
• To undertake additional administrative tasks and responsibilities within the specialty/clinical directorate as required.
• Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, and Uniform Policy, taking appropriate account of patients' rights and diversity and ensuring fair access to services.

Person specification

Qualifications

Essential criteria

• Good general education with GCSE or equivalent in English and Maths at grade C or above.

Desirable criteria

• NVQ level 3 in Business Administration or equivalent experience

Experience

Essential criteria

• Knowledge of a full range of IT/Patient administration systems
• Knowledge of patient administration work in a healthcare setting

Desirable criteria

• Paediatric experience
• NHS experience

Skills and Knowledge

Essential criteria

• Excellent customer care and communication
• The ability to prioritise tasks effectively with some direction
• Attention to detail with the ability to maintain high standards and quality of work

Desirable criteria

• Knowledge of iClip
• Knowledge of databases, spreadsheets

Your recruitment team

The NHS South West London Recruitment Hub is your dedicated recruitment team, here to support you at every stage of the process. If you have a query, please contact us: E: [e-mail]

Closing date

To help us manage recruitment efficiently, some vacancies may close early once we have received a sufficient number of applications.

Shortlisting

If you are successfully shortlisted, you will be contacted by email or SMS from the South West London Recruitment Hub. Please check your registered TRAC email regularly.

Application feedback

If you do not hear from us within four weeks of the closing date, please assume your application has not been successful on this occasion.

Safeguarding and DBS Checks

We are committed to safeguarding children and vulnerable adults. For roles with direct access to these groups, an Enhanced Disclosure and Barring Service (DBS) check will be required. All staff are expected to understand and uphold their safeguarding responsibilities as part of their role.