Job overview
We are looking for enthusiastic, dedicated and conscientious team players to join large multi-disciplinary teams, in our gynaecology services are based at our St Mary’s Hospital site.
We receive 18,000 new general gynaecology referrals annually, with a further 700 new referrals to the West London Gynaecological Cancer Centre at Queen Charlotte’s & Chelsea Hospital. Our gynaecology team currently perform over 5,000 day case surgeries per year and 2,000 operations on inpatients.
The post holder will be responsible for the smooth running of the administration part of the gynaecology outpatient service for several consultants. They will use the hospital computer systems in order to ensure that clinic letters are dictated, typed, amended and sent out within a strict 5 day target time. They will also liaise between patients and clinical staff in order to resolve any patient queries that come via the telephone/email systems.
We are looking for candidates dedicated to delivering excellent patient experience, who are comfortable working in a dynamic and fast paced environment.
Main duties of the job
1. Provide comprehensive and efficient administrative support across the GSHRRM service on a rotational basis, ensuring coverage of diverse tasks.
2. Deliver excellent customer service to patients and colleagues via face-to-face, telephone, and email interactions.
3. Process and book outpatient appointments in line with the Trust Elective Access Policy, ensuring timely and accurate data entry on PAS and other systems.
4. Provide reception cover on weekdays/weekends as required.
5. Complete daily data quality checks promptly.
6. Support with audio typing of letters, notes, and patient communications within agreed timescales.
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
7. A-Levels or equivalent knowledge or experience.
8. Excellent English comprehension – oral and written
9. Understanding of medical terminology
Desirable criteria
10. Secretarial qualification or equivalent experience.
Experience
Essential criteria
11. Administrative experience
12. Evidence of experience of dealing with the public.
13. Basic IT literacy
Desirable criteria
14. Previous experience in an NHS institution
15. An understanding of outpatient waiting lists and outpatient appointment booking processes.
16. Formal customer care training.
Skills/knowledge/ abilities
Essential criteria
17. Competent use of IT systems – Excel, Word, & dbase input
18. Ability to adapt to new working practices, learn new software systems and acquire new knowledge
19. Ability to analyse waiting list reports and other sources of information and make judgements about booking patients based on those reports
20. Ability to undertake administration tasks and switch without notice to dealing with frequent customer and telephone enquiries when they attend for their appointments.
Desirable criteria
21. PAS system Cerner knowledge
22. Knowledge of the NHS performance indicators: referral to treatment standard.
Right to work
If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on
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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