Guy's and St Thomas' NHS Foundation Trust

Receptionist/Administrator

The closing date is 20 June 2025

Job summary

We are looking for a highly motivated individual with previous administrative experience, a strong sense of team spirit and is keen to develop in this new role delivering high quality service and support to the Transplant Outpatient team. The successful applicant must be able to work as part of a team as well as autonomously.

This essential and highly valued role is to provide administrative support that enables the smooth running of the Transplant Outpatient department, supporting the Nurses and Health Care Assistants in delivering high quality patient care.

Main duties of the job

To provide cover for transplant outpatient reception and related duties, as required.
Manage, maintain, and develop reporting systems in EPIC
Maintain staff records, for example, sickness absence, annual leave and mandatory training records. As required, request bank staff cover.
In conjunction with the nurse in charge undertake off duty scheduling and input electronically.
Preparation and management of clinic lists
Manage timely distribution of external specimen requests, for example blood request forms/boxes.
Undertake administrative duties, for example filing, uploading letters and clinical results to EPIC system.
To triage enquiries whilst covering the reception desk and forward to the nurse in charge to be dealt with in a timely
Record patient attendance
Make follow-up appointments for patients who are being discharged home from the ward ensuring any procedures are booked as requested.
General administration duties as required.

About us

The Transplant Outpatient department delivers a range of outpatient services for a growing population of pre and post-transplant patients. The successful candidate will need to be flexible in their working practice, possess good communication and interpersonal skills and be able to effectively prioritize workloads and deadlines. Previous experience in a hospital environment desirable but not essential. In return the successful applicant will be fully supported whilst gaining a wealth of experience.

Date posted

06 June 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£31,081 to £33,665 a year per annum inclusive of Outer London HCA

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

196-A&C834

Job locations

Harefield Hospital

Hill End Road

Harefield

UB9 6JH

Job description

Job responsibilities

Communication

Maintain and promote effective communication with all members of the multi-disciplinary team and wards/departments.
While covering transplant reception inform patients of any known delays.
Refer patients immediately if they arrive unwell/become unwell, to the nurse in charge.
Make senior staff aware of any potential complaints in a timely manner and report any complaints when they arise.
Liaise with external agencies, for example, GPs and CCGs (regarding patient transport).

Resource management

Undertake ordering of supplies as required by the department to ensure adequate stock levels.
Promptly report faults

Further responsibilities

To ensure all team members have a real voice in the development of the Transplant Outpatient service to patients/customers

To maximise the potential of all team members and to ensure that all team members have a meaningful appraisal/personal development plan that includes feedback to the individual from a selection of internal customers and team members

To provide a safe and attractive working environment for team members within available resources

To attend and play a part in corporate groups as a representative of the directorate and team to represent the Trust at regional and national conferences and on working groups as appropriate

To abide by the NHS Code of conduct for managers, the Trusts Core behaviours for staff and managers and all other Trust policies, codes and practices, including standing financial instructions, research governance, clinical governance, patient and public involvement and health and safety.

To abide by the Trusts Core behaviours for staff and all other Trust policies, codes and practices including standing financial instructions, research governance, clinical governance, patient and public involvement, codes and practices, and health and safety.

Other duties

To undertake any other duties commensurate with the grade as requested.

To attend mandatory training and take part in in-house training and other such courses of instruction as may be required.
Ensure annual appraisal is completed.

Job description

Job responsibilities

Communication

Maintain and promote effective communication with all members of the multi-disciplinary team and wards/departments.
While covering transplant reception inform patients of any known delays.
Refer patients immediately if they arrive unwell/become unwell, to the nurse in charge.
Make senior staff aware of any potential complaints in a timely manner and report any complaints when they arise.
Liaise with external agencies, for example, GPs and CCGs (regarding patient transport).

Resource management

Undertake ordering of supplies as required by the department to ensure adequate stock levels.
Promptly report faults

Further responsibilities

To ensure all team members have a real voice in the development of the Transplant Outpatient service to patients/customers

To maximise the potential of all team members and to ensure that all team members have a meaningful appraisal/personal development plan that includes feedback to the individual from a selection of internal customers and team members

To provide a safe and attractive working environment for team members within available resources

To attend and play a part in corporate groups as a representative of the directorate and team to represent the Trust at regional and national conferences and on working groups as appropriate

To abide by the NHS Code of conduct for managers, the Trusts Core behaviours for staff and managers and all other Trust policies, codes and practices, including standing financial instructions, research governance, clinical governance, patient and public involvement and health and safety.

To abide by the Trusts Core behaviours for staff and all other Trust policies, codes and practices including standing financial instructions, research governance, clinical governance, patient and public involvement, codes and practices, and health and safety.

Other duties

To undertake any other duties commensurate with the grade as requested.

To attend mandatory training and take part in in-house training and other such courses of instruction as may be required.
Ensure annual appraisal is completed.

Person Specification

Qualifications

Essential

Minimum 5 GCSE's or equivalent

Desirable

NVQ At Level 3, BTEC or equivalent "A" levels

EXPERIENCE & KNOWLEDGE

Essential

Knowledge and experience of a broad range of administration duties in a healthcare setting o Good understanding of medical terminology o Experience of working with the general public. Experience of working part of a team

Desirable

Previous experience with EPIC/CERNA

SKILLS & ABILITIES

Essential

Use of hospital IT systems, o Good written and verbal communication skills, Effective organisational skills,

Desirable

Advanced use of Microsoft Word, Excel, Canva and Teams and an ability to learn new IT systems

Person Specification

Qualifications

Essential

Minimum 5 GCSE's or equivalent

Desirable

NVQ At Level 3, BTEC or equivalent "A" levels

EXPERIENCE & KNOWLEDGE

Essential

Knowledge and experience of a broad range of administration duties in a healthcare setting o Good understanding of medical terminology o Experience of working with the general public. Experience of working part of a team

Desirable

Previous experience with EPIC/CERNA

SKILLS & ABILITIES

Essential

Use of hospital IT systems, o Good written and verbal communication skills, Effective organisational skills,

Desirable

Advanced use of Microsoft Word, Excel, Canva and Teams and an ability to learn new IT systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

Certificate of Sponsorship

Employer details

Employer name

Guy's and St Thomas' NHS Foundation Trust

Address

Harefield Hospital

Hill End Road

Harefield

UB9 6JH

Employer's website

https://www.guysandstthomas.nhs.uk/careers/careers.aspx (Opens in a new tab)

Employer details

Employer name

Guy's and St Thomas' NHS Foundation Trust

Address

Harefield Hospital

Hill End Road

Harefield

UB9 6JH

Employer's website

https://www.guysandstthomas.nhs.uk/careers/careers.aspx (Opens in a new tab)