Main area Ophthalmology Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Inclusive of rostered weekends (1 in 10)) Job ref 213-DivisionC-7504544
Employer King's College Hospital NHS Foundation Trust
Site Queen Mary's Hospital, Sidcup
Salary £29,651 - £31,312 Per Annum Including high cost area
Closing 13/10/2025 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.
An exciting opportunity has arisen for a full time Patient Administrator within the Ophthalmology department at Queen Mary’s Hospital.
We are looking for an enthusiastic and proactive person to join our administration team, to provide excellent patient pathway support for patients in Ophthalmology. This will include providing support to the administration team, department mailboxes and liaising closely with our clinical staff.
The ideal candidate 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, Teams and Outlook. We welcome applications from candidates who can build effective working relationships at all levels, both within the Trust and externally and work using their own initiative. In return, the post holder will be supported in their role through training, supervision and opportunities to develop.
The successful candidate will be expected to manage all administrative duties on a rotational basis; this will include managing all routine appointments and being the first point of contact for patient queries and escalating in line with the Trusts current access policy. Experience of working in a health administration setting would be desirable.
This is an excellent opportunity for someone looking to progress to the next stage of their career within the NHS and join a department that is continuously evolving.
Main duties of the job
* Manage telephone calls, take messages and pass on information to patients and team members.
* Book patients’ appointments and manage the patient pathway across diagnostics and procedures.
* Handle patient correspondence via post, email, text reminders, and other channels.
* Check and update waiting lists in the Epic system and escalate issues as required.
* Provide reception duties including checking in patients and managing end-of-day processes.
* Support clinical teams by monitoring inboxes and work queues, and booking patients in line with diaries.
* Travel to support across Kings sites as needed for service requirements.
Experience of working in a health administration setting would be desirable.
This post will include weekend reception duties on a rotational basis.
While based at Queen Mary’s Hospital, the role is part of a team working across all three Kings sites.
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 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.
King’s is committed to delivering Sustainable Healthcare for All via our Green Plan, with net zero carbon targets of 2040 for the NHS Carbon Footprint and 2045 for the NHS Carbon Footprint Plus. We encourage all staff to work responsibly, minimising carbon emissions, waste and pollution wherever possible.
Detailed job description and main responsibilities
1. Communication and Patient Liaison
* Communicate clearly, effectively, and compassionately with the multidisciplinary team, patients and their families, visitors, or carers, in line with the Trust’s values.
* Manage and answer telephone calls related to the service in a courteous and prompt manner, taking messages and passing on information.
* Resolve simple queries and refer complex issues to the clinical team as needed.
* Act as a point of contact for the department and manage queries from stakeholders.
* Participate in the reception rota and check patients in; complete end-of-day processes.
* Respond to patient email queries and manage post and the In-Basket; escalate complex queries.
* Send letters and other correspondence as directed; book patient appointments and manage pathways.
* Communicate with patients, practices and internal staff; conduct reminder calls and rearrange appointments to reduce non-attendance.
* Manage patient correspondence via text reminders and ensure accurate waiting list records in Epic.
* Access and manage routine pre-operative bookings in Epic; check onward orders daily; escalate when required.
* Process referrals and book outpatient appointments and procedures in Epic; arrange interpreters and transport as needed.
3. Supporting Clinical Teams
* Monitor clinical staff inboxes and flag high-priority items; monitor In-Basket for internal correspondence.
* Book patients in line with clinical diaries and attend meetings when required.
4. Data Management, Data Quality, and Systems Responsibilities
* Access Epic and accurately input and edit data; ensure correct patient demographics and avoid duplicates.
* Support patients to register on MyChart and assist with Helpdesk queries.
* Support data quality workstreams and provide data for service development projects.
5. Personal Development
* Support national audits and collect data as required; identify improvements to patient care pathways.
* Engage in appraisal and Continuing Professional Development as per objectives.
6. General Responsibilities
* Carry out general office duties (photocopying, scanning, filing) and manage mail.
* Maintain stock levels, report faults, and cover for colleagues as required.
* Assist volunteers and support induction of new staff.
Person specification
Education and Qualifications
* Educated to GCSE level or equivalent, with Grade C or above in English and Maths.
Knowledge and Experience
* Experience in an administrative environment; strong IT skills (Microsoft Office).
* Prior experience in healthcare administration or scheduling roles; proficiency in Epic and related systems.
Skills and Competencies
* Team player with excellent communication and interpersonal skills.
* Attention to detail, strong organisational abilities, and ability to multitask in a fast-paced healthcare environment.
* Ability to prioritise workload and pursue own development.
Important
* Check your email regularly for communications about your application.
* Provide referees and review recruitment documentation as required.
* All staff have a responsibility for safeguarding children and vulnerable adults.
Employer certification / accreditation badges
Name Irilda Gray, Job title Assistant Service Delivery Manager - Ophthalmology, Email irilda.gray@nhs.net, Tel 07780 7035627
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