Job Description

Band 3

Main area

Paediatrics

Grade

Band 3

Contract

Permanent

Hours

Part time - 30 hours per week

Job ref

343-6987443-FM-SC-VCG

Site

Epsom Hospital

Town

Epsom

Salary

29,651 - 31,312 Pa incl HCAS Outer pro rata

Salary period

Yearly

Closing

26/11/2025 23:59

At Epsom and St Helier Hospitals, above all we value respect. We put respect at the heart of all we do, by living up to our shared behaviours of kindness, professionalism, positivity and teamwork. This enables us to provide great patient care and make ESTH a great place to work. When you sign up to work with us, you sign up to this and we welcome applicants who share our values.

Job overview

The post holder will support the provision of the highest quality patient care through dedicated administrative and clerical support and continuous improvement.



Based in the Paediatric Team at Epsom Hospital, the post holder will be the point of contact for all administrative and clerical issues relating to patients' pathway of care, tracking and supporting them from referral to treatment &/or discharge.


The post holder will provide a patient focused service that supports clinical staff in the provision of efficient integrated pathways that enable the best use of resources and ensure that patients are fit, willing to be able to be seen and that they are treated in the right place, by the right person, at the right time.


The post holder will ensure high levels of patient care/confidentiality by assisting the Safeguarding Paediatric Service Coordinator and the Paediatric team as needed and by being an accessible customer focus and knowledgeable point of contact for all involved in the service.


For further information please contact Jane Parsons Paediatric Assistant Service Manager tel 01372 735735.

Main duties of the job

The post holder will be the first point of contact, responsible for providing efficient and effective administrative support relevant to Scheduling and Other services within Children service. Inputting referrals onto the database for inclusion within activity reports for commissioner To be the first point of contact within the department for all requests from social workers for medical advice on child protection matters and to action the outcome according to protocol. To be collect and collate statistical information and to provide information for management purposes as requested. To deal with incoming correspondence, medical records and arranging doctor's activity where appropriate. To adhere to response times to ensure that targets are met. To ensure that all referrals are entered onto the IT system and files opened or retrieved as appropriate. To assist the appointments scheduler to maintain referrals/appointments database.

Working for our organisation

St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).


After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.

Detailed job description and main responsibilities

To work as part of a clinical team ensuring that patients are admitted efficiently for outpatient appointments, pre-admission appointments, investigative treatments, diagnostic procedures and inpatient and day case operations within national guidelines and in accordance with the trust's Patients Access, Booking and Choice Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules. Ensure that patients are informed with reasonable notice, and that all relevant paper work is completed for given appointment. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s) including Choose and Book within one working day of receipt/decision to treat. To schedule patients in accordance with principles and target waiting times as set out in the NHS Constitution and Health and Social Care Bill 2011 (e.g. 18 Week Referral to Treatment, Going Further on Cancer Waits etc.), expediting patient pathways where necessary. Ensure cancellations are rescheduled and recorded in accordance with Trust policy. To provide administrative support to consultant/clinical teams including the management of clinician's diaries/timetables. Ensure consultants' timetables, outpatient clinics and operating/treatment sessions are fully and appropriately utilised. To ensure that the information on referral letters, outpatient status forms and waiting list cards is recorded accurately and comprehensively on the Trust PAS system(s). Check patient identity details including all demographic information during patient encounters. Amend PAS letters and patient leaflets to ensure that information distributed to patients is accurate and current.

Where appropriate to undertake a pre-assessment of new patients in accordance with defined protocols, when they telephone to arrange an appointment for diagnostic test or TCI for operation to verify their medical details and to help ensure that they are scheduled to the correct session for procedure &/or treatment. This may include accurately recording and providing advice in relation to medication, starvation, allergies &/or transport in accordance with clinical protocols and Trust policy. Ensure that relevant information is available to clinical staff at the time of attendance &/or admission.

Person specification

#

Qualifications

Essential criteria

Good general education with GCSE or equivalent in English at grade C or above

Desirable criteria

ECDL or equivalent Knowledge of Child Safeguarding #

Experience

Essential criteria

Knowledge of a full range of IT/Patient administration systems Knowledge of patient administration work in a healthcare setting #

Skills & Knowledge

Essential criteria

Experience of customer care The ability to prioritise tasks effectively with some direction Computer literate, with experience of using a keyboard Knowledge of databases, spreadsheets e.g. Excel or similar applications Knowledge of confidentiality and data protection principles Knowledge of health and safety

Desirable criteria

Knowledge of PAS

Your recruitment team

The NHS South West London Recruitment Hub is your dedicated recruitment team, here to support you at every stage of the process. If you have a query, please contact us:

E:

krft.askrecruitment@nhs.net

Your application

Please ensure your supporting statement clearly reflects the

job description

and

person specification

, as shortlisting will be based on these criteria.



Please refer to the latest UKVI guidance and ensure you have the appropriate right to work before applying for this role.

Use of Artificial Intelligence

We kindly ask that you avoid using AI tools to draft your application. We value authentic, individual responses that reflect your own experience and communication style.

References

Please provide a minimum of

3 years' employment and/or education history

, including

professional email addresses

(not personal accounts such as Hotmail or Gmail). If you cannot provide these, please inform the interview panel to avoid delays in pre-employment checks.

Closing date

To help us manage recruitment efficiently, some vacancies may close early once we have received a sufficient number of applications.

Shortlisting

If you are successfully shortlisted, you will be contacted by

email or SMS

from the South West London Recruitment Hub. Please check your registered TRAC email regularly.

Application feedback

If you do not hear from us within

four weeks of the closing date

, please assume your application has not been successful on this occasion.

Safeguarding and DBS Checks

We are committed to safeguarding children and vulnerable adults. For roles with direct access to these groups, an

Enhanced Disclosure and Barring Service (DBS) check

will be required. All staff are expected to understand and uphold their safeguarding responsibilities as part of their role.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties 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.

Application numbers

This vacancy may have an application cap, so please apply promptly to avoid disappointment. Ensure your supporting statement clearly shows how you meet the job specifications.