Job Description

Band 4

Main area

Paediatrics

Grade

Band 4

Contract

Permanent

Hours

Full time - 37.5 hours per week (Monday-Friday)

Job ref

343-7499571-FM-SC-VCG

Site

Epsom General Hospital

Town

Epsom

Salary

32,199 - 34,876 Pa incl HCAS Outer pro rata

Salary period

Yearly

Closing

20/11/2025 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 a specialty clinical team, 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 their doctors in the provision of efficient integrated pathways that enable the best use of resources and ensure that patients are fit, willing and able to be treated 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 and will ensure clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact.


The post holder will be responsible for the pathway of paediatric patients in accordance with the principles and 18-week target waiting times and expediting pathways where necessary ensuring cancellations are rescheduled and recorded. They will provide cross-cover to colleagues within the team during absence.



Provide administrative support to consultant including the management of timetables.

Main duties of the job

Key Duties

To work as part of a clinical team ensuring that patients are admitted efficiently for outpatient appointments, pre-admission appointments, investigative treatments, diagnostic procedures within national guidelines and in accordance with the trust's Patients Access 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 paperwork is completed for given appointment. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s). 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 consultants including the management of clinician's diaries/timetables. Ensure consultants' timetables, outpatient clinics and treatment sessions are fully and appropriately utilised. Attend regular meetings with consultant teams, MDT teams, clinical staff, clinical directorates /departments and/or general managers as required for efficient processes.

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

Pathway Processes

To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient attendances and admissions. This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trust's computer systems and ensuring that all patient records are kept up to date with any details relevant to the patient's attendance and/or admission.

When necessary, in conjunction with Medical Records ensure all patients' records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports, obtaining results from external organisations/healthcare providers and preparing them and patients' records for review by clinicians as required. Facilitate completion of prior approval/exceptional treatment forms prior to patients' attendance and/or admission in line with Southwest London Effective Commissioning Initiative

To liaise with clinical staff to ensure that specialist equipment is available, where required, and that clinical teams (e.g. ward, outpatient department etc.) are aware of patients with specialist needs.

Contribute to quality and cost improvement/ CQUIN initiatives to improve services. Facilitate the timely production and dissemination of all patient and healthcare professional correspondence, including clinical correspondence and discharge summaries, to achieve quality measures.

Ensure that all patients are scheduled in accordance with outpatient, diagnostic and inpatient/day case waiting time targets and that attendance/admissions information is accurately recorded on all appropriate databases, including, but not limited to, iClip, CITO, PACS etc. To monitor their inpatient and outpatient waiting list using LUNA to track the patient's pathway.

To arrange translation services, in liaison with the appropriate departmental manager, as required. This may include foreign language &/or sign language translation. Ensure that such services are available for the period of patient attendance &/or admission as appropriate.

To maintain an efficient system for the tracking of healthcare records and X-rays. This includes ensuring patients' records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports etc. and preparing them and patients' records for review by clinicians. The post holder will keep the computer tracking system updated, ensuring that any medical notes in your possession are kept in numerical or alphabetical order and that they are kept in a non-public area and that all patient documentation is filled in patients' notes &/or transferred to appropriate ward, medical records &/or other departments as required

Person specification

#

Qualifications

Essential criteria

Good general education with 5 GCSE's or equivalent including English and Maths at grade C or above

Desirable criteria

ECDL NVQ or working towards NVQ or equivalent #

Experience

Essential criteria

Experience of using a full range of IT/Patient administration systems Experience of patient administration work in a healthcare setting

Desirable criteria

A minimum of one year's experience working in a similar role in a hospital/health care setting #

Skills and Knowledge

Essential criteria

Computer literate, with experience of using a keyboard Knowledge of NHS service provision including the pathway of care Knowledge of healthcare administrative systems and processes Understanding of medical terminology Knowledge of databases, spreadsheets e.g. PAS, Excel or similar applications Knowledge of confidentiality and data protection principles Equality and diversity

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.