Job summary
A position has arisen for full time Appointment Co-ordinator in the Cardiac Outpatient Department working on a rota to cover opening hours of Monday to Friday 07.45 - 15.45, 08.00 - 16.00, 09.00 - 17.00 and 10.00 - 18.00. The post holder must be flexible with their working hours.
The post holder will responsible for the administrative duties of the cardiology outpatient department including, booking appointments and diagnostic tests using PIMS and CRIS. Responsibilities also include prepping and sitting outpatient clinics, and processing referrals via Docman and ERS.
The post holder will work independently and follow the policies and procedures for the Department. They will be expected to ensure that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes. Post holder must focus on the needs of the patient in accordance with the Department and national booking programme.
This is a role with lots of variety and ad-hoc demands and the post holder will possess excellent time management and multi-tasking skills.
For further information please contact Michelle Woodhouse, Outpatient Manager, Cardiac department, Kings College Hospital, Denmark Hill SE5 9RS 020 3299 8161
PLEASE NOTE THIS ADVERT MAY CLOSE EARLY IF SUFFICIENT APPLICATIONS ARE SUBMITTED
Main duties of the job
The post holder will be mainly responsible for making Cardiac diagnostic and outpatient appointments and assist with maintenance of waiting lists, as appropriate. They will also assist with other aspects of administrative and clerical work as required in the running of the department, including staffing reception. The post holder will support the setting up and maintenance of office systems (administration of referrals, filing information etc).
The post holder will be responsible for the provision of an effective administrative service to the clinical team. They will liaise with patients, the multi-disciplinary team, internal departments and external agencies to ensure continuity in achieving excellence in patient care. The post holder will ensure confidential and sensitive information is kept secure.
The post holder will work independently and follow the policies and procedures for the department. The post holder will be expected to act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes. The post holder will be responsible for the booking and maintenance of the appointments system.
This is a role with lots of variety and ad hoc demands and so the post holder will possess excellent time management and planning skills
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across 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) in Denmark Hill, the Princess Royal University Hospital (PRUH) in Bromley, Orpington Hospital and services at Queen Mary's Hospital, Sidcup and the Beckenham Beacon.
The trust-wide strategy of Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
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.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES:
- Administrative
- To agree appointment dates and times with patients over the telephone and send out appointment letters promptly.
- To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone, and other wards / departments as necessary including staffing reception for non-invasive diagnostics.
- To deal with patients who DNA according to the Departments DNA policy.
- To arrange transport for all patients as required, liaising with the Transport Department.
- To report any problems with appointments, transport arrangements, waiting times, or other issues pertaining to the smooth running of the Department to the Outpatients Manager.
- Responsible for the organisation and maintenance of filing systems within the Department; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.
- To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, faxing, photocopying and scanning as required.
- Report weekly waits and any other relevant information as required by the outpatient manager.
- To work as a member of the Cardiac Non-Invasive & Outpatients clerical team. Whilst the post holder will be based in an agreed area they may be expected to help cover work (eg reception) within other areas of the department as service demands.
- Personal Development
- Actively participate in own personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KSF procedures.
- Develop a clear understanding of the service and the role.
- General
- Ensure all office equipment is functioning correctly, arranging for repair as necessary.
- To deal with patient and staff enquiries clearly, by phone and in person, promptly, efficiently and politely, resolving local issues and relaying messages where necessary.
- To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, faxing and photocopying, as required.
- To assist in the induction and training of new and temporary staff.
- The post holder has a general duty of care for their own health, safety and well being and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
- To observe the rules, policies, procedures and standards of Kings College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
- To observe and maintain strict confidentiality of personal information relating to patients and staff.
- To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.
- This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.
- All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES:
- Administrative
- To agree appointment dates and times with patients over the telephone and send out appointment letters promptly.
- To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone, and other wards / departments as necessary including staffing reception for non-invasive diagnostics.
- To deal with patients who DNA according to the Departments DNA policy.
- To arrange transport for all patients as required, liaising with the Transport Department.
- To report any problems with appointments, transport arrangements, waiting times, or other issues pertaining to the smooth running of the Department to the Outpatients Manager.
- Responsible for the organisation and maintenance of filing systems within the Department; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.
- To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, faxing, photocopying and scanning as required.
- Report weekly waits and any other relevant information as required by the outpatient manager.
- To work as a member of the Cardiac Non-Invasive & Outpatients clerical team. Whilst the post holder will be based in an agreed area they may be expected to help cover work (eg reception) within other areas of the department as service demands.
- Personal Development
- Actively participate in own personal development together with line manager. Ensure performance is appraised following the Trust appraisal and KSF procedures.
- Develop a clear understanding of the service and the role.
- General
- Ensure all office equipment is functioning correctly, arranging for repair as necessary.
- To deal with patient and staff enquiries clearly, by phone and in person, promptly, efficiently and politely, resolving local issues and relaying messages where necessary.
- To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the Department, dealing with general correspondence, faxing and photocopying, as required.
- To assist in the induction and training of new and temporary staff.
- The post holder has a general duty of care for their own health, safety and well being and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
- To observe the rules, policies, procedures and standards of Kings College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
- To observe and maintain strict confidentiality of personal information relating to patients and staff.
- To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.
- This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.
- All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly.
Person Specification
Knowledge and Experience
Essential
- GCSE A-C grade in English or Equivalent
- Good written and verbal communication skills
- Clerical/ receptionist Experience
- Ability to work under pressure within a multi-disciplinary team
- ECDL or proven equivalent experience in MS applications, e-mail and internet browsers
Desirable
Person Specification
Knowledge and Experience
Essential
- GCSE A-C grade in English or Equivalent
- Good written and verbal communication skills
- Clerical/ receptionist Experience
- Ability to work under pressure within a multi-disciplinary team
- ECDL or proven equivalent experience in MS applications, e-mail and internet browsers
Desirable
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.
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
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.
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).
