Job overview
An exciting opportunity has arisen to come and join us in the Renal & Transplnat services located at Hammersmith Hospital in the Renal Secretarial team. The kidney and transplant services is a regional centre and covers the whole of north west London. We provide comprehensive service through our outpatient clinics, inpatient centre and satellite dialysis centres across the region.
The post-holder will be responsible for monitoring the performance and wellbeing of the Renal secretarial team by planning and prioritising their administrative tasks. The post-holder will be responsible for managing workflows relating to production of patient clinic letters in accordance with Trust targets, auditing and pulling reports, assisting with sickness and performance meetings and contributing to the development of SOPs. We are looking for an enthusiastic and organised individual with good teamleading experience.
Other key responsibilities will include managing HR issues such as: recruitment, return to work meetings, completing occupational health referrals and setting SMART goals for colleagues. The post-holder will also be required to support with ongoing administrative projects. The post-holder will be required to operate under their own initiative and take responsibility for daily decision making and have an innovative approach to developing services.
Main duties of the job
1. Promote a customer focused approach to receiving patients and visitors to the clinic, providing a courteous, responsive and effective first point of contact (in person and by telephone) for patients, carers and healthcare professionals, both internal and external to the Trust.
2. To enter, record and update information to ensure that all patients are accurately registered on the relevant Trust information system and that any further documentation relating to a patients’ appointment is completed and appropriately stored.
3. To train and develop new ward clerks and support staff who cover for annual leave, sharing good practice where possible.
4. To operate appropriate IT link systems to other health agencies and IT packages relevant to the clinical area.
5. To handle medical records ensuring these are up to date with filing and reports, following Trust and unit procedures.
6. To plan, organise and prioritise own workload, working mostly unsupervised.
7. To communicate appointment details and associated outpatient information with patients and their families/carers, by telephone where possible, and to confirm these details in a timely and efficient manner.
8. To provide regular activity figures for audit and statistical purposes and to collate and present statistical reports and information as required.
9. To participate in achieving resolution of problems that may arise with colleagues, patient complaints or other issues, liaising closely with management and following Trust policies and procedures.
Working for our organisation
At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.
Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You’ll get an experience like no other and will fast forward your career.
Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.
We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview. .
Detailed job description and main responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required.
For both overviews, please view the Job Description attachment with the job advert.
Person specification
Education/ qualifications
Essential criteria
10. Educated to A Level or equivalent
Desirable criteria
11. Diploma, Degree or Management Qualification
Skills/knowledge/ abilities
Essential criteria
12. Ability to prioritise own workload
13. Ability to use own initiative and to work effectively under pressure
14. Proficient in Microsoft Word, Access and Excel
15. Ability to manipulate data using a variety of software packages and to present data in an easy to read format;
Desirable criteria
16. Experience of coordinating a service, project group or large work stream
Experience
Essential criteria
17. Experience of working within a healthcare environment
18. Experience of working with multi-disciplinary teams;
19. Demonstrable experience of data collection, presentation and report writing
Desirable criteria
20. Experience of working within a hospital environment
Please ensure you check your emails regularly as this is how we will communicate with you throughout the recruitment process. If you are shortlisted you will be contacted by email and text message (if you provide a mobile contact number).
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