Job summary
Chelsea and Westminster Hospital is looking to recruit an experienced and enthusiastic senior patient administrator to effectively help manage the administration service at CWH. This position is to work closely with the Imaging Administration Manager to ensure the smooth operation of the department, maintaining high standards of patient care, and supporting administrative staff. The administrator will work closely with Superintendents, Radiographers, and patients, utilising excellent time management, organisational, and communication skills. They will deputise for the Imaging Manager, where and when required and will carry out appraisals for more junior members of staff. The responsibilities will include training and supervision of junior staff, to ensure that work objectives are being met on a day-to-day basis.
Main duties of the job
The role of the Radiology administrator coordinator who has specific interest in interventional radiology is to ensure the efficient administration of all radiology bookings in particular interventional radiology referrals and clinics. The post-holder will book all referrals appropriately and according to waiting time requirements, adjust clinics as required for absence or other service requirements and ensure that all scans and documentation are available for appointments. The role is central alongside medical, nursing and radiological staff and the Interventional Radiology management team to provide well-coordinated administrative support to the Interventional Radiology Service as well as the whole of radiology.
The post holder will work in an organised methodical with attention to detail manner maintaining an organised desk area as a main point of contact for bookings and admission enquiries. This involves interaction with consultants who work across trusts and may not be on site.
The interventional radiology work encountered is predominantly emergency non-elective type work. It is often complex and carried out within 12-24 hours of referral.
Frequent concentration required where work pattern is unpredictable. Concentration required for data analysis, tracking patients & meetings, frequent interruptions requiring urgent attention & re-prioritisation of work.
About us
Our Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children's services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and an £80m Ambulatory Diagnostic Centre at West Mid.
We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.
We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.
If you haven't heard from us within 3 weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probation. Some roles may require weekend shifts at multiple sites.
Job description
Job responsibilities
To ensure proactive co-ordination of all Interventional Radiology clinics.
To ensure all referrals are forwarded to the relevant consultant immediately on receipt and then booked appropriately according to quality standards e.g. research trial time schedules, breech dates and patient treatment schedules.
To liaise with the Consultant Radiologists to ensure that referrals are booked in the appropriate imaging modality.
Communicate with a range of clinical (consultants, radiographers, advanced nurse practitioners, site practitioner, ward nurses,) and non-clinical staff concerning progress against quality standards e.g. research trial time schedules, breech dates & patient treatment schedules.
Receives and acts unsupervised on complex information that has been agreed by the IR management team
Facilitates communication between IR and other relevant clinical services
To ensure all new patients have referral letters and that any cancellations are re- booked to avoid loss of valuable slots.
To liaise with clinical teams regarding pre procedure tests.
To support the whole of the radiology admin team.
To support the administration team leader.
To be responsible for booking appointments, ensuring that any DNAs are logged on the RIS, re-booked or changed when requested following CWH and national guidelines.
To establish and maintain effective communication with clinicians and other members of the Multi Disciplinary Team (MDT) to support the smooth running of the Interventional Radiology clinics.
To liaise with IR and CT Superintendents, IR consultants, Radiology Nursing Sister, Medical Secretaries and Head of Imaging in relation to changing diagnostic clinic templates, clinic cancellations and reductions, ensuring patient appointments are re-booked within a reasonable time frame.
To liase with MRI Superintendent in relation to booking of the GA list and any patient specific concerns or requirements
*The post holder will be required to work in one of the following areas, providing cross cover where necessary to support the junior Administration Team:
A&E Imaging Reception
Clinical Offices
Main Imaging reception areas
Imaging Call Centre
Imaging Secretaries Office
Job description
Job responsibilities
To ensure proactive co-ordination of all Interventional Radiology clinics.
To ensure all referrals are forwarded to the relevant consultant immediately on receipt and then booked appropriately according to quality standards e.g. research trial time schedules, breech dates and patient treatment schedules.
To liaise with the Consultant Radiologists to ensure that referrals are booked in the appropriate imaging modality.
Communicate with a range of clinical (consultants, radiographers, advanced nurse practitioners, site practitioner, ward nurses,) and non-clinical staff concerning progress against quality standards e.g. research trial time schedules, breech dates & patient treatment schedules.
Receives and acts unsupervised on complex information that has been agreed by the IR management team
Facilitates communication between IR and other relevant clinical services
To ensure all new patients have referral letters and that any cancellations are re- booked to avoid loss of valuable slots.
To liaise with clinical teams regarding pre procedure tests.
To support the whole of the radiology admin team.
To support the administration team leader.
To be responsible for booking appointments, ensuring that any DNAs are logged on the RIS, re-booked or changed when requested following CWH and national guidelines.
To establish and maintain effective communication with clinicians and other members of the Multi Disciplinary Team (MDT) to support the smooth running of the Interventional Radiology clinics.
To liaise with IR and CT Superintendents, IR consultants, Radiology Nursing Sister, Medical Secretaries and Head of Imaging in relation to changing diagnostic clinic templates, clinic cancellations and reductions, ensuring patient appointments are re-booked within a reasonable time frame.
To liase with MRI Superintendent in relation to booking of the GA list and any patient specific concerns or requirements
*The post holder will be required to work in one of the following areas, providing cross cover where necessary to support the junior Administration Team:
A&E Imaging Reception
Clinical Offices
Main Imaging reception areas
Imaging Call Centre
Imaging Secretaries Office
Person Specification
essential
Essential
- Responsive to patients and staff
- Unfailingly kind
- Vocational Level 3 or equivalent experience. Good general education, including numeracy and literacy skills
- Previous experience in an administrative role
- Proven experience in dealing with complex telephone calls and handling patient inquiries
- Demonstrable experience of working in an administrative role within a busy environment
- Proven acumen for approaching all situations with an open mind and 'can-do' attitude
- Previous supervision responsibilities
- Ability to manage a team
- Organisational skills
- Able to work under own initiative and good decision making skills
Desirable
- Knowledge of medical terminology
- NHS Experience in Admin
- Proven ability to deputise for more senior members of the Imaging team
- Effective communicator with a good telephone manner
- Able to apply use of IT to principles of patient confidentiality
Person Specification
essential
Essential
- Responsive to patients and staff
- Unfailingly kind
- Vocational Level 3 or equivalent experience. Good general education, including numeracy and literacy skills
- Previous experience in an administrative role
- Proven experience in dealing with complex telephone calls and handling patient inquiries
- Demonstrable experience of working in an administrative role within a busy environment
- Proven acumen for approaching all situations with an open mind and 'can-do' attitude
- Previous supervision responsibilities
- Ability to manage a team
- Organisational skills
- Able to work under own initiative and good decision making skills
Desirable
- Knowledge of medical terminology
- NHS Experience in Admin
- Proven ability to deputise for more senior members of the Imaging team
- Effective communicator with a good telephone manner
- Able to apply use of IT to principles of patient confidentiality
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).