Job summary
This posts offers an excellent opportunity for an enthusiastic and conscientious individual to be part of a busy team in the Department of Microbiology.
You will be the central point of contact for the Microbiology team and plan an important part in the smooth running of the department, therefore a positive attitude and flexibility is essential. A willingness to learn and develop skills will be positively encouraged.
We are looking for a self-motivated individual who can work effectively to deliver a high quality and efficient secretarial/administrative service to the consultants and clinical staff within both the Microbiology and Histopathology departments based on both our King's Denmark Hill and Princess Royal University Hospital sites. The postholder will however be based in Denmark Hill. Excellent communication skills, both written and verbal are required.
Main duties of the job
Provide a professional & patient focused service to our referring consultants and patients.
Take messages for medical staff, referring urgent calls as required to the clinical teams at both sites.
To observe and maintain strict confidentiality of personal information relating to patients and staff in line with Trust Policy.
Maintain confidentiality of personal and financial data.
Support departmental staff with ICT services and issues.
Be responsible for the office management function within the department, ordering office supplies and overseeing maintenance of office equipment.
Feedback on all current duties/ services, seeking to introduce changes that will improve the efficiency and level of service provided.
To be flexible to the ever-changing environment, willing to support the team and lead by example to achieve the high level of service expected.
Proficient in the use of computer systems; MS teams, Winpath, Apex, Healthroster, ESR and Microsoft office applications such as Word, Excel and Powerpoint.
Well organised, competent, keep accurate records and maintain the confidentiality of all patients and visitors.
Provide an efficient service , managing the appointment diary in an accurate manner with attention to detail.
Maintain absence records for the staff, ensuring these are recorded in a timely manner and to escalate any absence issues to the Clinical Lead/ Medical Staffing Manager.
Assist with recruitment of substantive and temporary staff as and when required.
About us
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 hospital services across its different sites, and specialist services from King's College Hospital (KCH) in Denmark Hill, the Princess Royal University Hospital (PRUH) in Bromley, Orpington Hospital and services at Queen Mary's Hospital, Sidcup and the Beckenham Beacon.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order tomeet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description
Job responsibilities
- To provide a professional and patient focused service to our referring consultants and their patients.
- To take messages for medical staff and refer urgent calls as required to the microbiology and histopathology teams at either Kings College Hospital or the Princess Royal University Hospital.
- To follow departmental processes and procedures to ensure that the best services are delivered to our patients.
- To observe and maintain strict confidentiality of personal information relating to patients and staff in line with Trust Policy.
- Maintain confidentiality of personal and financial data.
- Support departmental staff with ICT services and issues.
- Be responsible for the office management function within the department.
- Order office supplies and oversee the maintenance of office equipment.
- On an ongoing basis, give feedback on all current duties/ services and seek to introduce incremental improvements that will improve the efficiency and level of service provided.
- To be competent in the use of the telephone system and demonstrate a good and polite telephone manner at all times.
- To be flexible to the ever-changing environment and be willing to support the team and lead by example to achieve the high level of service expected.
- To be proficient in the use of multiple computer systems; MS teams, Winpath, Apex, Healthroster, ESR and Microsoft office applications such as Word, Excel and Powerpoint.
- To be well organised, competent, keep accurate records and maintain the confidentiality of all patients and visitors.
- To provide an efficient service and manage the appointment diary in an accurate manner with attention to detail.
- To maintain absence records for the departmental staff, ensuring these are recorded in a timely manner and to escalate any absence issues to the Clinical Lead and Medical Staffing Manager.
- Assist with recruitment of substantive and temporary staff as and when required.
- Continuously support all five of the Departments areas of focus:
- PC/ ICT support
- Managing diaries and schedules for all department staff
- Formulating of department rotas
- Maintaining and keeping an up to date record of staff holidays or absences
- Organising and recording (minute taking) all department and cross-site meetings.
Communication and Representation
- Act with integrity and a professional manner in at all times.
- Deal with issues, requests, and enquiries promptly and courteously, notifying the individuals concerned and follows up accordingly.
- To maintain the good standards in personal hygiene, uniform, appearance, body language and conduct.
- Ensure that own working area is clean and tidy at all times.
- In your absence, provide a detailed handover to relevant team member.
People
- Promote and participate in the development of a culture of service excellence through the department.
- Be accountable for contribution and input to own training and development.
- Assist with training and induction for all new members of both the Microbiology and Histopathology teamsand coach/ support existing team.
Education/ Training Responsibilities
- Foster, develop effective relations with colleagues and maintain effective communications.
- Give feedback to Line manager regarding any challenges at work.
- To participate in Clinic forums, groups or committees as required.
- To ensure own annual appraisal is undertaken in a timely manner.
- To ensure own mandatory training is completed and up to date.
- To identify ongoing development needs across the department and hospital and ensure these needs are met, including self-development needs and actions.
Health & Safety
- To become familiar with departmental policies relating to Fire, Risk management and Health & Safety at Work Act. To ensure these are implemented and adhered to all times and to attend mandatory updates.
- To be competent in the safe use and storage of all equipment in the department. Promptly report any faults and ensure appropriate action is taken. Ensure that regular maintenance is carried out.
- To comply with COSHH regulations.
- To be knowledgeable and implement aspects of the Data Protection Policy which has clear guidance on confidentiality and record keeping.
Job description
Job responsibilities
- To provide a professional and patient focused service to our referring consultants and their patients.
- To take messages for medical staff and refer urgent calls as required to the microbiology and histopathology teams at either Kings College Hospital or the Princess Royal University Hospital.
- To follow departmental processes and procedures to ensure that the best services are delivered to our patients.
- To observe and maintain strict confidentiality of personal information relating to patients and staff in line with Trust Policy.
- Maintain confidentiality of personal and financial data.
- Support departmental staff with ICT services and issues.
- Be responsible for the office management function within the department.
- Order office supplies and oversee the maintenance of office equipment.
- On an ongoing basis, give feedback on all current duties/ services and seek to introduce incremental improvements that will improve the efficiency and level of service provided.
- To be competent in the use of the telephone system and demonstrate a good and polite telephone manner at all times.
- To be flexible to the ever-changing environment and be willing to support the team and lead by example to achieve the high level of service expected.
- To be proficient in the use of multiple computer systems; MS teams, Winpath, Apex, Healthroster, ESR and Microsoft office applications such as Word, Excel and Powerpoint.
- To be well organised, competent, keep accurate records and maintain the confidentiality of all patients and visitors.
- To provide an efficient service and manage the appointment diary in an accurate manner with attention to detail.
- To maintain absence records for the departmental staff, ensuring these are recorded in a timely manner and to escalate any absence issues to the Clinical Lead and Medical Staffing Manager.
- Assist with recruitment of substantive and temporary staff as and when required.
- Continuously support all five of the Departments areas of focus:
- PC/ ICT support
- Managing diaries and schedules for all department staff
- Formulating of department rotas
- Maintaining and keeping an up to date record of staff holidays or absences
- Organising and recording (minute taking) all department and cross-site meetings.
Communication and Representation
- Act with integrity and a professional manner in at all times.
- Deal with issues, requests, and enquiries promptly and courteously, notifying the individuals concerned and follows up accordingly.
- To maintain the good standards in personal hygiene, uniform, appearance, body language and conduct.
- Ensure that own working area is clean and tidy at all times.
- In your absence, provide a detailed handover to relevant team member.
People
- Promote and participate in the development of a culture of service excellence through the department.
- Be accountable for contribution and input to own training and development.
- Assist with training and induction for all new members of both the Microbiology and Histopathology teamsand coach/ support existing team.
Education/ Training Responsibilities
- Foster, develop effective relations with colleagues and maintain effective communications.
- Give feedback to Line manager regarding any challenges at work.
- To participate in Clinic forums, groups or committees as required.
- To ensure own annual appraisal is undertaken in a timely manner.
- To ensure own mandatory training is completed and up to date.
- To identify ongoing development needs across the department and hospital and ensure these needs are met, including self-development needs and actions.
Health & Safety
- To become familiar with departmental policies relating to Fire, Risk management and Health & Safety at Work Act. To ensure these are implemented and adhered to all times and to attend mandatory updates.
- To be competent in the safe use and storage of all equipment in the department. Promptly report any faults and ensure appropriate action is taken. Ensure that regular maintenance is carried out.
- To comply with COSHH regulations.
- To be knowledgeable and implement aspects of the Data Protection Policy which has clear guidance on confidentiality and record keeping.
Person Specification
Education & Qualifications
Essential
- GCSE or equivalent in English and Mathematcis / or equivalet work based experience
- Qualification in Administration or equivalent specialist knowledge gained through courses and experience in similar role
- ECDL or proven equivalent experience in MS package, email and internet browsers. Advanced keyboard use
- Excellent numeracy and literacy skills
Knowledge & Experience
Essential
- Demonstrable knowledge of administrative and secretarial practice with relevant experience within a secretarial or PA role
- Excellent written and verbal communication skills
- Experience of minute taking for meetings
- Working knowledge of Microsoft packages including Word, Excel, Outlook and Powerpoint
- Excellent interpersonal skills with the ability to communicate sensitively and effectively in person and on the telephone
- Experience of producing draft reports and compiling business letters and basic correspondence
Desirable
- Previous experience of working with clinicians and managers within the NHS/similar environment
- Knowledge of medical terminology
- Working knowledge of hospital administrative systems such as PIMS and EPR
Skills and Competencies
Essential
- The ability to function well in a team to provide effective administrative support
- Ability to contribute to team working and to develop good working relationships
- Able to exchange confidential sensitive or contentious information following clear guidelines
- Able to demonstrate tact and diplomacy
- Ability to work under pressure and exercise judgement when dealing with inquiries
- Excellent problem solving skills
- Effective in managing own time and ability to prioritise; to be organised and flexible and able to effectively accommodate ad hoc demands to existing workloads
- Ability to work without supervision and use own initiative
- Ability to concentrate even with frequent interruptions and unpredictable working pattern
Special Aptitudes/Abilities
Essential
- Neat, tidy and able to portray a professional image
- Flexible and adaptable to changes in working environment
- Interest in developing role
Person Specification
Education & Qualifications
Essential
- GCSE or equivalent in English and Mathematcis / or equivalet work based experience
- Qualification in Administration or equivalent specialist knowledge gained through courses and experience in similar role
- ECDL or proven equivalent experience in MS package, email and internet browsers. Advanced keyboard use
- Excellent numeracy and literacy skills
Knowledge & Experience
Essential
- Demonstrable knowledge of administrative and secretarial practice with relevant experience within a secretarial or PA role
- Excellent written and verbal communication skills
- Experience of minute taking for meetings
- Working knowledge of Microsoft packages including Word, Excel, Outlook and Powerpoint
- Excellent interpersonal skills with the ability to communicate sensitively and effectively in person and on the telephone
- Experience of producing draft reports and compiling business letters and basic correspondence
Desirable
- Previous experience of working with clinicians and managers within the NHS/similar environment
- Knowledge of medical terminology
- Working knowledge of hospital administrative systems such as PIMS and EPR
Skills and Competencies
Essential
- The ability to function well in a team to provide effective administrative support
- Ability to contribute to team working and to develop good working relationships
- Able to exchange confidential sensitive or contentious information following clear guidelines
- Able to demonstrate tact and diplomacy
- Ability to work under pressure and exercise judgement when dealing with inquiries
- Excellent problem solving skills
- Effective in managing own time and ability to prioritise; to be organised and flexible and able to effectively accommodate ad hoc demands to existing workloads
- Ability to work without supervision and use own initiative
- Ability to concentrate even with frequent interruptions and unpredictable working pattern
Special Aptitudes/Abilities
Essential
- Neat, tidy and able to portray a professional image
- Flexible and adaptable to changes in working environment
- Interest in developing role
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
