Gynaecology Administrator in City of Westminster

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

You will act as a welcoming first point of contact for patients, families and visitors, helping to create a calm, inclusive and supportive environment. Our administrative teams play a vital role in supporting patients through deeply personal and often life changing journeys, from routine care to fertility treatment.

The role involves managing referrals, booking and coordinating appointments, admissions and procedures, following up patients who do not attend (DNAs), handling cancellations sensitively and supporting clinic capacity and room usage. You will use Trust systems to maintain accurate records, carry out data quality checks and support a smooth patient journey.

You will also provide reception and administrative support, handle enquiries, manage confidential information appropriately and complete general administrative tasks such as stock, payments, coding support and Subject Access Requests. Flexibility to work evenings and weekends is required.

You will be supported by experienced colleagues and managers, with access to training and development. This is a permanent position and an excellent entry level opportunities for anyone wishing to start or develop a career in the NHS, offering valuable experience in busy clinical services and a supportive team environment.

Main duties of the job

• Provide comprehensive and efficient administrative support across the service on a rotational basis, ensuring coverage of diverse tasks.
• Deliver excellent customer service to patients and colleagues via face-to-face, telephone,and email interactions.
• Process and book outpatient appointments in line with the Trust Elective Access Policy,ensuring timely and accurate data entry on PAS and other systems.
• Provide reception cover on weekdays/weekends as required.
• Complete daily data quality checks promptly.
• Support with audio typing of letters, notes, and patient communications within agreedtimescales.

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

• A-Levels or equivalent knowledge or experience.
• Understanding of medical terminology
• Secretarial qualification or equivalent experience.

Experience

• Evidence of experience of dealing with the public.
• Basic IT literacy
• Previous experience in an NHS institution.
• An understanding of outpatient waiting lists and outpatient appointment booking processes.
• Formal customer care training.

Skills/knowledge/ abilities

• Knowledge of the NHS performance indicators: referral to treatment standard.
• Ability to adapt to new working practices, learn new software systems and acquire new knowledge.
• Ability to analyse waiting list reports and other sources of information and make judgements about booking patients based on those reports.
• Ability to enter data daily into computer systems using keyboard skills to a high level of speed and accuracy
• Ability to undertake administration tasks and switch without notice to dealing with frequent customer and telephone enquiries when they attend for their appointments.
• Service sector work (preferably hospital).
• Knowledge of the NHS performance indicators: referral to treatment standard.

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).

Vacancy Closing Date

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please ensure you check your emails regularly as this is how we will communicate with you throughout the recruitment process. If you are shortlisted you will be contacted by email and text message (if you provide a mobile contact number).

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.

Application numbers

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

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