Apheresis Administrator

Employer King's College Hospital NHS Foundation Trust Employer type NHS Site Denmark Hill Town London Salary £31,554 - £33,270 per annum, including high cost allowance Salary period Yearly Closing 05/10/2026 14:00

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£2.1 billion, 1.5 million patient contacts a year and more than 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley.

We encourage all our staff to have a healthy work/life balance. In doing so, you can apply for flexible working from the beginning of your employment. We offer a range of options which are designed to suit different circumstances and priorities in line with service requirements.

An exciting opportunity has arisen within the Department of Clinical Haematology for an enthusiastic and well-motivated individual to join the team.

Administrator and clinical support worker required to provide an effective administrativeservice to the busy apheresis unit, and develop an understanding of the apheresis pathways to facilitate this.

The post holder will also help coordinate the visits of bone marrow donors provided through Anthony Nolan in the absence of the bone marrow transplant coordinator, and provide administrative cross cover in the bone marrow transplant team to ensure the efficient running of the department during annual leave.

The primary aim will be to ensure that the apheresis unit provides an effective and safe service for patients and supports the clinical staff in delivery of care to our patients.

You will liaise with other divisions within the hospital, outpatient services and other specialties on a regular basis to ensure the smooth delivery of service to the patients.

Main duties of the job

The post holder will be expected to exercise initiative, prioritise conflicting work demands and to communicate effectively, both verbally and in writing, with internal departments and external agencies to ensure continuity in achieving excellence in patient care.

You will be self-disciplined, professional and empathetic to all those with whom you come into contact. It is essential that you can prioritise your own workload, have excellent communication skills and work as part of a team, but also exercise initiative within set parameters.

We are looking for someone who has ideally been educated to degree level or has equivalent specialist knowledge gained through experience. The post holder must be computer literate and have previous administrative experience. You will also have proven skills in Epic.

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. Transforming Healthcare is the vision at the heart of the King’s Strategy – 2026 to 2031. Together, we are pursuing six strategic ambitions: delivering high-quality patient care; being a great place to work; leading pioneering research, innovation and education; building strong and successful partnerships; providing timely and efficient care; and ensuring long-term financial sustainability. Achieving these ambitions will require all of us to work as one Team King’s, united by a shared commitment to our values of being caring, collaborative, inclusive and innovative. By living these values every day, we will transform healthcare for our patients, our communities and each other

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

As a key member of the Apheresis and BMT teams, the post holder will be required to provide an effective administrative service to their teams. The post holder will also ensure that the bone marrow donors provided through Anthony Nolan are looked after during their stay at King’s College Hospital.

The selected candidates will often need to cross cover between Apheresis and the Transplant team to ensure the efficient running of the department that also includes supporting the submission of post-transplant data.

Key Working Relationships

Within the Organisation:

• Apheresis Clinical Nurse Specialist and the Apheresis Nursing team
• Stem Cell Laboratory
• Interventional Radiology
• Medical teams; in particular Haematology and Neurology
• Procurement
• BMT Operational Manager
• BMT and Donor Co-ordinato

Regularly has contact with:

• Donors and their families (autologous and allogeneic)
• Referring Hospitals

Main Duties and Responsibilities

• To admit and discharge patients on Epic. To ensure data accuracy pertaining to admission and discharge of patients and to ensure records relating to patients’ are properly maintained.
• To produce Apheresis weekly procedures activity data
• To respond appropriately to telephone queries in a timely and helpful manner
• To book and coordinate all stem cell harvest referrals for transplant patients on the Apheresis Outlook calendar.
• To prepare all patients correspondence (red cell, TPE and stem cell harvest), reports and minutes of meetings.
• To book and co-ordinate all Apheresis referrals including referrals for Therapeutic Plasma Exchanges, Red Cell Exchanges and Bone Marrow Processing as required
• To maintain and update database for patients on regular red cell list and therapeutic plasma exchange, following Apheresis / Red Cell MDM meetings.
• To co-ordinate interventional radiology appointments for insertion of central venous catheters (femoral lines)
• To prepare chemotherapy mobilisation regimens for patients and donors.
• To cover periods of leave for the BMT Donor & Admin Co-ordinator in coordinating Anthony Nolan donor referrals and medicals.
• To act as a point of contact for donors and support them through the stem cell harvest pathway
• To collect bloods from Blood bank, drop samples to Stem cell lab and prescriptions to the Inpatient pharmacy.
• To order patient lunches and to stock the Apheresis patient snacking cupboard
• To cover all daily office routines including receiving and sorting incoming post, filing and photocopying
• To act as a point of contact for patients and donors and to support donors through the stem cell harvest pathway
• To respond appropriately to queries in a timely and helpful manner
• To ensure data accuracy pertaining to admission and discharge of patients, completing the relevant paperwork and to ensure records relating to patients’ property are maintained.
• To book and coordinate all stem cell harvest referrals for transplant patients
• To book and co-ordinate all Apheresis referrals including referrals for Therapeutic Plasma Exchanges, Red Cell Exchanges and Bone Marrow Processing as required
• To co-ordinate interventional radiology appointments for insertion of central venous catheters (femoral lines)
• To maintain and update database for patients on regular exchange list and inform clinical team of any change in patients treatments, including changes made in red cell MDT.
• To prepare a checklist for patients stem cell mobilisation regimen,
• To Assist BMT Administrator in coordinating Anthony Nolan donor referrals Accountable for producing Apheresis weekly procedure activity data.

Management of Clinical Records

• To ensure that medical records are readily available for patients and donors being admitted to Apheresis unit
• To ensure patient’s records are kept up to date and in good condition, i.e. filing investigative reports correctly
• To ensure medical records are tracked via the PIMS system in accordance with Trust policy.

Information Management

• Conduct quality audits as requested by senior members of the Care Group.
• Accountable for maintaining and updating regularly, patient data on the computer system and any manual systems in place.
• Support BMT Data Manager in submitting Post-transplant Data to external regulatory bodies, EBMT and BSBMT.
• Support BMT Data Manager in submitting Apheresis Activity Data to external regulatory bodies, EBMT and BSBMT.

Stock and Equipment Management

• To be responsible for establishing and maintaining an effective stock control system. This is to include placing orders via NHS Logistics.
• To maintain records of expenditure and ensure that information is readily available for budgetary control purposes.
• Support charge nurse in arranging the maintenance of clinical equipment and follow up as necessary

Administrative Support

• To cover all daily office routines including receiving and sorting incoming post, filing and photocopying
• To maintain departmental shared calendar, organise meetings and appointments
• To type correspondence, reports and minutes of meetings- Has been added to the Key Responsibilities

Person specification

Education and Qualifications

• GCSE A-C grade in English and Mathematics or equivalent
• Good level of IT skills, numeracy and literacy

Knowledge and Experience

• Experience of working within the NHS in a clinical support role at Band 2 or above
• Knowledge of medical terminology
• Good computer literacy and knowledge of Microsoft Excel, Word and Teams (this may be tested)
• Previous experience of organisational / office management skills
• Experience of working directly with patients/public
• Experience working within the NHS at Band 3 or above
• Demonstrable interest in or knowledge of bone marrow transplant and immune effector cell therapies
• Experience of working within Haematology, Apheresis or Anthony Nolan or a similar blood cancer organisation
• Proficiency with Epic
• Experience of working with multiple agencies and across organisational boundaries.

Skills and Competencies

• Excellent interpersonal and communication skills on the telephone, video calls and in person
• Ability to take down accurate telephone messages and communicate these in a timely manner
• Able to demonstrate tact and diplomacy
• Ability to resolve problems independently, referring to appropriate persons as necessary.
• Ability to organise own daily workload and prioritise accordingly
• Ability to accommodate ad hoc demands to existing workload and re-prioritise conflicting demands on-the-fly
• Ability to undertake specified reporting
• Knowledge of medical terminology

AI tools like chatbots and virtual assistants can support you as you complete your application. For example, they can check for spelling or grammar errors, or help you to decide what to include. They shouldn’t however replace your own responses or be used to write the application for you.

Relying too much on AI can negatively impact your chances of success because automatically generated answers:

• might not be specific or relevant enough to address the criteria in the recruitment profile
• often seem generic and not personalised enough – an AI response won’t show your unique voice and perspective
• could misrepresent information about you, such as your qualifications, skills and experience

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct.

King's College Hospital NHS Foundation Trust Annual Reports and Other Corporate Publications

King's Health Partners Academic Health Science Centre Website

King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.

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.

Name Timothy Smith Job title Data and Contracts Manager Email address timothy.smith7@nhs.net Telephone number 020 3299 1321 Additional information

Informal contacts including visits are encouraged. Please contact Viv Afolabi on 0203 299 2051 or Tim Smith, Data and Contracts Manager on 0203 299 1321.