Main area Critical Care Department Grade Band 3 Contract Fixed term: 11 months (Full time 37.5hrs per week) Hours Full time - 37.5 hours per week (Mondays to Fridays) Job ref 213-DivisionC-7681217-A
Employer King's College Hospital NHS Foundation Trust Employer type NHS Site King's College Hospital Town London Salary £30,546 - £32,207 per annum pro rata including HCA Salary period Yearly Closing 08/01/2026 23:59
King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 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.
To provide an effective administrative service, ensuring the smooth and efficient running of the Critical Care Units and some minute taking
To be flexible with own workload, and be able to prioritise work, to meet deadlines
To ensure data is inputted accurately in a timely manner, including patient information on EPIC Apollo, allocation book and the patient bed board, you will be required perform quality checks to ensure accuracy.
To liaise with the multi-disciplinary team, internal and external agencies to ensure continuity in achieving excellence in patient care.
To create posters and signs, liaising with other departments to ensure accurate information is displayed professionally at all times, all signage must be laminated for infection control purposes.
To rotate between the Critical Care Units as required as well as covering colleagues for annual leaves, sickness etc, as directed by the Team Leader.
To ensure all Estates jobs are reported/chased and entered onto the Estates tracker, making sure any updates are noted.
Main duties of the job
To act as first point of contact for patients, relatives and visitors attending the units and to ensure that they are appropriately greeted and directed at all times.
To answer telephone enquiries in a professional and sensitive manner, directing calls to the appropriate staff.
To sort mail on a daily basis, redirecting mail appropriately.
Using Oracle ordering system to order stationery as required, checking that all stock is delivered and to manage any problems in relation to these orders, ensuring value for money at all times, to do regular stock level checks to ensure efficiency in stock management.
To provide help and facilities (i.e. telephone) for distressed and bereaved relatives to contact their friends and families, and to act in a professional, sympathetic and caring manner at all times.
To provide sickness certificates and letters for patients as requested by the nurse in charge.
To ensure each morning that all admissions and discharges are entered into Epic Apollo, Bed Board and the Allocation Book. Check each patient's demographic details (address, post-code, GP. ethnic and religion) are correct. To obtain patient's notes on admission and to track on discharge, returning / tracking patient notes back to medical records when required and to ensure that patient’s notes are scanned onto Epic when required.
Working for our organisation
King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 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 and specialist services across its five sites. The trust-wide strategy of 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 aim to take Team King’s to another level.
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
To provide an effective administrative service, ensuring the smooth and efficient running of the Critical Care Units and some minute taking
To be flexible with own workload, and be able to prioritise work, to meet deadlines.
To rotate between the Critical Care Units as required as well as covering colleagues for annual leave, sickness etc. as directed by the Critical Care Matron
To ensure data is inputted accurately in a timely manner, including patient information on EPIC Apollo, allocation book and the patient bed board, you will be required perform quality checks to ensure accuracy.
To liaise with the multi-disciplinary team, internal and external agencies to ensure continuity in achieving excellence in patient care.
The allocation book must be written up in a timely manner ensuring all members of staff are written in and double check against the rota, where there is a staffing shortage NHSP requests must be put on the system as far out in advance as possible to ensure the staffing requirements are met
To contact and book Bank staff on a daily basis, liaising with the NHS Professionals, ensuring booking reference numbers are obtained prior to the start of each shift. Agency staff to be booked only as a last resort.
To provide the Matron with an up to date list of staffing numbers on a daily basis and to keep Matron informed of any progress/changes throughout the day
To create posters and signs, liaising with other departments to ensure accurate information is displayed professionally at all times, all signage must be laminated for infection control purposes
To act as first point of contact for patients, relatives and visitors attending the units and to ensure that they are appropriately greeted and directed at all times
To answer telephone enquiries in a professional and sensitive manner, directing calls to the appropriate staff
To sort mail on a daily basis, redirecting mail appropriately.
Using Oracle ordering system to order stationery as required, checking that all stock is delivered and to manage any problems in relation to these orders, ensuring value for money at all times, to do regular stock level checks to ensure efficiency in stock management.
To check the relative's room each morning, ensuring that that room is adequately stocked with tea etc relative information sheets and to remove all bed linen on a daily basis
To provide help and facilities (i.e. telephone) for distressed and bereaved relatives to contact their friends and families, and to act in a professional, sympathetic and caring manner at all times.
To provide sickness certificates and letters for patients as requested by the nurse in charge.
To assist in finding temporary accommodation in the Salvation Army for relatives of patients
Management of Electronic/Manual medical records
To ensure each morning that all admissions and discharges are entered into Epic Apollo, Bed Board and the Allocation Book. Check each patient's demographic details (address, post-code, GP. ethnic and religion) are correct. To obtain patient's notes on admission and to track on discharge, returning / tracking patient notes back to medical records when required and to ensure that patient’s notes are scanned onto Epic when required
To ensure that the Epic bed state is a true and accurate reflection of the actual patient's movements. To be responsible for alerting any discrepancies are notified via e‑mail to appropriate department and copied to the Senior Audit nurse
To be able to generate a new hospital number for new patients to King's College Hospital, through Epic Apollo system
To ensure patient's notes are available for the Relative Liaison Officer (Bereavement), and to take deceased patient's property to the Relative Liaison Office as promptly as possible, documenting this in the property book and the Unit Diary.
To ensure that each patient has one hospital unit number and that case notes are correctly amalgamated. Any discrepancies are reported to Medical Records via email and copied to the Senior Audit nurse.
To conduct quality audits e.g. monthly medical notes audit, within set timeframes and to produce an audit cycle as necessary.
Clerical / Administrative
To assist in the clerical duties associated with the admission and discharge of patients. This includes ensuring that any previous notes (even from another hospital) are obtained and available at the bedside
On discharge of patient, to ensure notes are returned to their rightful department straight away
In the absence of health care assistants to order beds electronically as requested by the nurse in charge.
To empty the unit safe each morning, taking all patients valuables to the Patient advice and liaison office (PALS) or the cashiers office according to hospital policy and to document this clearly in the patients notes and the Unit Diary
To liaise with Relatives Liaison (Bereavement Services) and Patient's Advice and Liaison Office (PALS), regarding releasing or investigating location of patient's property and valuables adhering to Hospital policy.
To liaise with the maintenance department on a daily basis, either electronically or by telephone (for emergencies) and to have a system in place to track all outstanding requests, keeping the Matron informed of all issues
To open and distribute mail, forwarding mail to patients who have already been discharged
To ensure that the unit bed boards and the allocation books are updated continually when patients are admitted and discharged from the units
Check that consultant's details are correct for all admissions, checking this information against the information on Epic and the patient's notes
To be responsible for the unit diary, ensuring all queries are investigated / solved, to ensure staff signs with name and comment as appropriate, to feedback progress/ problems to nurse in charge.
To liaise with Sodexo/Medirest (i.e. porters and housekeeping) as required ensuring adequate supply of stock to the Units e.g. linen, scrub suits etc
To ensure that the photocopying for the Units are of high standards and that there is enough paper stationery available on both Units
Monitor readings for the photocopier and order regular supplies of toner and staples and to action any mechanical problems
To ensure that personal mandatory training i.e. Manual Handling, Fire Training and Health and Safety is undertaken on an annual basis this can be reviewed on the "Wired" programme
To attend and contribute to the unit meetings as a member of the unit team, to create agendas and to take accurate minutes and send to the appropriate staff in a timely fashion
Ensure the safety of patients, visitors and staff, and to report all incidents and hazards to the nurse in charge.
General
The post holder has a general duty of care for their own health, safety and wellbeing 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' 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
Infection Control Statement
The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.
These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.
Person specification
Application form and Interview
* Previous admin/clerical/receptionist experience coupled with the ability to liaise effectively with all levels of staff
* GCSE A-C grade in English or Equivalent NVQ Level 2/3 in Business Administration / Secretarial or equivalent
* Proven to work effectively in a multi-disciplinary settings in a public area, experience of working in NHS environment
IMPORTANT
* Check your email account regularly as this is how we will communicate with you
* If you delete the job from any of your accounts, you may be prevented from accessing further communications
* To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
* Please provide email addresses for referees where possible
* Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
* All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
* Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.
King's College Hospital NHS Foundation Trust Annual Reports and Other Corporate Publications
King's Health Partners Academic Health Science Centre Website
Employer certification / accreditation badges
The postholder will have regular contact with vulnerable people 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.
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