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Administrative Assistant, Breast Radiology Department
at King's College Hospital NHS Foundation Trust London in London (Published at 14-12-2023)
An exciting opportunity has arisen for an Administrative Assistant with secretarial and reception duties in the Breast Radiology Department. We are looking for an enthusiastic and proactive person to join our administration team of eight and department of over 80 and provide first class administration support. This will include working alongside our senior administrator providing secretarial duties to consultants, surgeons, nurses, specialist registrars and senior managers. You will also work alongside our clinic co-ordinators, working on reception, making appointments and being the first point of contact for sometimes extremely anxious patients and their families. You will possess excellent communication skills, be able to prioritise and organise a varied workload and be IT literate with working knowledge of MS Word, Excel and Outlook. We welcome applications from candidates that will able to build effective working relationships with colleagues of all levels and work using their own initiative. In return, the post holder will be supported in their role through training, supervision and opportunities to develop.
We highly recommend an informal visit to meet the team and see the department.
Due to the nature of the post, applicants must be female (this provision applies under the Sex Discrimination Act 1975 section 7(2) (b) in relation to GOQ)
To provide a professional secretarial service to radiologists, clinicians, nurses and surgeons within the Breast Radiology Department as part of the South East London Breast Screening Programme and National Training Centre and King’s Symptomatic Breast Services.
To perform reception duties in the Breast Radiology Department, which involves checking client details, identifying previous screening films and preparation of paperwork for mammography screening, assessment and symptomatic clinics, observing client’s/patient privacy in accordance with Trust regulations and to facilitate the smooth running of the clinics.
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 around 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 Bromley.
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.
The trust-wide strategy Strong Roots, Global Reach is 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 can take Team King’s to another level.
MAIN DUTIES AND RESPONSIBILITIES:
1. Communicate with and provide information to Clinic Co-ordinators regarding patients who will attend for further investigation appointments.
2. To type Radiologist’s assessment clinic letters in a timely manner.
3. Return all letters to radiologists to sign. Place all patient packets in the assessment packets tray in the Administration Service Delivery Managers and Patient Pathway Co-ordinators office to be sent to Breast Screening Admin at 104 Denmark Hill or to go on the MDM.
4. Give the Clinic Co-ordinators packets for patients who are returning at a later date for a procedure.
5. Type GP assessment DNA letters, notepad and put the packets in the assessment packets tray in the Administration Service Delivery Managers and Patient Pathway Co-ordinators office to be sent to Breast Screening Admin at 104 Denmark Hill.
6. Type and circulate Breast Surgeon and Breast Care Nurse’s results letters following the results clinic at King’s.
7. Attend meetings, and take minutes as required.
8. To deal with telephone enquiries and take messages as required.
9. Report faults on own and shared equipment as and when required.
10. Type ad hoc letters and documents as and when required and to undertake any other administrative or secretarial duties appropriate to the grade that may be required from time to time.
11. Ensure that all secretarial tasks are completed in a timely manner in the event of Administrator leave.
12. Take and collect the post to the post room before 3.00p.m.
13. To maintain a telephone service to clients, which would incorporate processing client’s requests for results (which may have been delayed due to further clinical discussions). In addition to answering telephone queries in regard to symptomatic breast problems some of which will be of a complicated and emotive nature, and the breast screening well women programme. To deal with enquiries from relatives, the public, and external agencies and to be able to communicate with people that have communication difficulties regarding complicated procedures.
14. When covering the reception desk keep diary updated with the Administration Service Delivery Manager to ensure annual, study leave and lectures are entered for each consultant.
15. To perform assessment/symptomatic reception duties within Breast Radiology Department as and when required.
16. Ability to learn how to use the EPIC system, NBSS database, Family History database are essential requirements for this post.
17. The post holder will be required to aid the smooth running of the Breast Radiology reception desk which will include the running of multiple simultaneous clinics, the attending of specimen imaging from theatres whilst patient is still under anaesthetic, answering telephone enquiries, assisting nursing, radiographic and radiology colleagues. To be able to identify and prioritise as appropriate. Flexibility is also required with late running clinics.
18. The post holder will be required to ensure the timely allocation of assessment appointments within the National Breast Screening national targets.
19. When covering for the Administrator the post holder is required to ensure with the Administration Service Delivery Manager that the reception is covered at all times and that clinics are planned in accordance with the availability of Consultants, Nurses and Radiographers. The line manager must be informed of adhoc clinics run by Breast Care.
20. To be able to provide an empathetic and sympathetic approach to distressed or anxious clients who have concerns in regard to screening or results.
21. Understanding and identifying the difference between screening, family history, symptomatic and external referral patients in order to manage enquiries appropriately.
22. The post holder is expected to be able to operate with minimal supervision and to contact or refer anything that they are unable to deal with to the Administration Service Delivery Manager.
1. To be able to work in a rapidly changing environment
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 King’s 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.
We highly recommend an informal visit to meet the team and see the department.
Due to the nature of the post, applicants must be female (this provision applies under the Sex Discrimination Act 1975 section 7(2) (b) in relation to GOQ)
To provide a professional secretarial service to radiologists, clinicians, nurses and surgeons within the Breast Radiology Department as part of the South East London Breast Screening Programme and National Training Centre and King’s Symptomatic Breast Services.
To perform reception duties in the Breast Radiology Department, which involves checking client details, identifying previous screening films and preparation of paperwork for mammography screening, assessment and symptomatic clinics, observing client’s/patient privacy in accordance with Trust regulations and to facilitate the smooth running of the clinics.
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 around 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 Bromley.
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.
The trust-wide strategy Strong Roots, Global Reach is 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 can take Team King’s to another level.
MAIN DUTIES AND RESPONSIBILITIES:
1. Communicate with and provide information to Clinic Co-ordinators regarding patients who will attend for further investigation appointments.
2. To type Radiologist’s assessment clinic letters in a timely manner.
3. Return all letters to radiologists to sign. Place all patient packets in the assessment packets tray in the Administration Service Delivery Managers and Patient Pathway Co-ordinators office to be sent to Breast Screening Admin at 104 Denmark Hill or to go on the MDM.
4. Give the Clinic Co-ordinators packets for patients who are returning at a later date for a procedure.
5. Type GP assessment DNA letters, notepad and put the packets in the assessment packets tray in the Administration Service Delivery Managers and Patient Pathway Co-ordinators office to be sent to Breast Screening Admin at 104 Denmark Hill.
6. Type and circulate Breast Surgeon and Breast Care Nurse’s results letters following the results clinic at King’s.
7. Attend meetings, and take minutes as required.
8. To deal with telephone enquiries and take messages as required.
9. Report faults on own and shared equipment as and when required.
10. Type ad hoc letters and documents as and when required and to undertake any other administrative or secretarial duties appropriate to the grade that may be required from time to time.
11. Ensure that all secretarial tasks are completed in a timely manner in the event of Administrator leave.
12. Take and collect the post to the post room before 3.00p.m.
13. To maintain a telephone service to clients, which would incorporate processing client’s requests for results (which may have been delayed due to further clinical discussions). In addition to answering telephone queries in regard to symptomatic breast problems some of which will be of a complicated and emotive nature, and the breast screening well women programme. To deal with enquiries from relatives, the public, and external agencies and to be able to communicate with people that have communication difficulties regarding complicated procedures.
14. When covering the reception desk keep diary updated with the Administration Service Delivery Manager to ensure annual, study leave and lectures are entered for each consultant.
15. To perform assessment/symptomatic reception duties within Breast Radiology Department as and when required.
16. Ability to learn how to use the EPIC system, NBSS database, Family History database are essential requirements for this post.
17. The post holder will be required to aid the smooth running of the Breast Radiology reception desk which will include the running of multiple simultaneous clinics, the attending of specimen imaging from theatres whilst patient is still under anaesthetic, answering telephone enquiries, assisting nursing, radiographic and radiology colleagues. To be able to identify and prioritise as appropriate. Flexibility is also required with late running clinics.
18. The post holder will be required to ensure the timely allocation of assessment appointments within the National Breast Screening national targets.
19. When covering for the Administrator the post holder is required to ensure with the Administration Service Delivery Manager that the reception is covered at all times and that clinics are planned in accordance with the availability of Consultants, Nurses and Radiographers. The line manager must be informed of adhoc clinics run by Breast Care.
20. To be able to provide an empathetic and sympathetic approach to distressed or anxious clients who have concerns in regard to screening or results.
21. Understanding and identifying the difference between screening, family history, symptomatic and external referral patients in order to manage enquiries appropriately.
22. The post holder is expected to be able to operate with minimal supervision and to contact or refer anything that they are unable to deal with to the Administration Service Delivery Manager.
1. To be able to work in a rapidly changing environment
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 King’s 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.
