Operations Assistant (Clinical Administrator ICRF)

Kings College London

This job is now closed

Job summary

We are looking for an enthusiastic and an experienced Clinical Administrator to provide reception and administrative support for the Imaging Clinical Research Facility at St Thomas' Hospital. The post sits with the King's College London and is managed through the School of Biomedical Engineering & Imaging Sciences.

Main duties of the job

The main purpose of the post is to meet and greet patients at reception. To make patient and research subjects appointments, register patients / volunteers on the required computer systems and carry out other administrative tasks as necessary to support the administration of the clinical and research Imaging operations with the multidisciplinary clinical and research environment for our Joint Imaging Centre and Advanced Imaging Centre. The post holder will also be expected to support the MRI Office Administration Manager for the administrative and facility management aspects of the department.

You will be responsible for ensuring administrative support is provided in a exible, responsive and condent manner, both in a clinical and research setting. This will include a variety of duties and a high level of patient contact. The post holder must have a high standard of general education as essential requirement. Previous working knowledge in NHS systems such as EPIC would be regarded as desirable. The successful candidate is able to work well with a wide variety of people and be a good team player.

About us

The Imaging Clinical Research Facility is based at St Thomas' Hospital. The post sits with King's College London and is managed through the School of Biomedical Engineering & Imaging Sciences

Date posted

23 October 2023

Pay scheme

Other

Salary

£32,179 to £35,596 a year including London Weighting allowance

Contract

Fixed term

Duration

1 years

Working pattern

Full-time

Reference number

N0067-23-0005

Job locations

St. Thomas's Hospital

249 Westminster Bridge Road

London

SE1 7EH

Job description

Job responsibilities

To greet and book in/book outpatients and healthy volunteers / research subjects attending the imaging facility using required NHS and research computer systems as required and advise appropriate staff of their arrival.
To deal with all patients / research subjects queries and concerns at the reception area.
To answer telephone queries and concerns (these may be of a sensitive nature).
To register new patients and make new patient appointments using required computer systems in line with the local guidelines on patient pathway and waiting list targets
Sending out relevant appointment letters to patients, research subjects and notifications to care professionals in a timely manner. This requires a sound knowledge of using EPIC and booking protocols, for which full training will be provided.
Sending out patient reports to referring consultants in a timely manner in line with the departmental practices.
To issue patient and research information leaflets as required.
To maintain the records and databases as required.
To understand and operate within the scope of departmental administrative standard operating procedures (SOPs)
To communicate effectively with members of the multi-disciplinary team working within the facility.
To assist with general administrative duties e.g., dealing with referrals, mails, printing, photocopying, filing, and producing daily lists and emailing to relevant staff concerned.
Will liaise with a variety of professional gures within the NHS: Consultants, managers, and patients.
To be conversant with the booking process of the Clinical Research Facility. High level of IT literacy is required as the post is responsible for coordinating patients using a highly technical IT system within the department.
To manage the weekly clinical lists ensuring patient referrals and reports are handled in a timely manner. Coordinating patient communication, bookings, reminders, referrals, urgent patient lists and patient databases, clearly communicating the wait times, and ensuring reports are received by referring clinicians and any other required parties.
To establish and maintain excellent working relationships.
Maintain the patient database with personnel in internal and external departments e.g. Trust, Clinical, Academics and general managers in accordance with information governance and data protection regulations.
Facilitate and foster good working relationships with personnel in the School of Biomedical Engineering & Imaging Sciences and Clinical Directorates. Contribute to collaborative decision making with colleagues from the clinical lists.
Develop and disseminate guidelines resulting from changes in clinical management.
To work with the Trust to deliver the clinical service in a timely manner
To be able to interpret trends and patterns of failures for use of self and others and present results accurately and appropriately. To be able to work as a member of an interdisciplinary team involving radiographers, chemists, biologists, physicists and clinicians within the School, GSTT and with external collaborators.
To assist in maintaining a safe working environment for the team involved in all aspects of clinical work. To support and be considerate of, other members of the team.
Be aware of and have a good up to date working knowledge of Data Protection, Information Governance. To work in accordance with Good Clinical Practice.
Have good working knowledge of Microsoft Office and Radiology Information systems

This post will be offered on a fixed term contract for 1 year

This is a full-time post - 100% full time equivalent (the post holder is expected to work full time on site)

Job description

Job responsibilities

To greet and book in/book outpatients and healthy volunteers / research subjects attending the imaging facility using required NHS and research computer systems as required and advise appropriate staff of their arrival.
To deal with all patients / research subjects queries and concerns at the reception area.
To answer telephone queries and concerns (these may be of a sensitive nature).
To register new patients and make new patient appointments using required computer systems in line with the local guidelines on patient pathway and waiting list targets
Sending out relevant appointment letters to patients, research subjects and notifications to care professionals in a timely manner. This requires a sound knowledge of using EPIC and booking protocols, for which full training will be provided.
Sending out patient reports to referring consultants in a timely manner in line with the departmental practices.
To issue patient and research information leaflets as required.
To maintain the records and databases as required.
To understand and operate within the scope of departmental administrative standard operating procedures (SOPs)
To communicate effectively with members of the multi-disciplinary team working within the facility.
To assist with general administrative duties e.g., dealing with referrals, mails, printing, photocopying, filing, and producing daily lists and emailing to relevant staff concerned.
Will liaise with a variety of professional gures within the NHS: Consultants, managers, and patients.
To be conversant with the booking process of the Clinical Research Facility. High level of IT literacy is required as the post is responsible for coordinating patients using a highly technical IT system within the department.
To manage the weekly clinical lists ensuring patient referrals and reports are handled in a timely manner. Coordinating patient communication, bookings, reminders, referrals, urgent patient lists and patient databases, clearly communicating the wait times, and ensuring reports are received by referring clinicians and any other required parties.
To establish and maintain excellent working relationships.
Maintain the patient database with personnel in internal and external departments e.g. Trust, Clinical, Academics and general managers in accordance with information governance and data protection regulations.
Facilitate and foster good working relationships with personnel in the School of Biomedical Engineering & Imaging Sciences and Clinical Directorates. Contribute to collaborative decision making with colleagues from the clinical lists.
Develop and disseminate guidelines resulting from changes in clinical management.
To work with the Trust to deliver the clinical service in a timely manner
To be able to interpret trends and patterns of failures for use of self and others and present results accurately and appropriately. To be able to work as a member of an interdisciplinary team involving radiographers, chemists, biologists, physicists and clinicians within the School, GSTT and with external collaborators.
To assist in maintaining a safe working environment for the team involved in all aspects of clinical work. To support and be considerate of, other members of the team.
Be aware of and have a good up to date working knowledge of Data Protection, Information Governance. To work in accordance with Good Clinical Practice.
Have good working knowledge of Microsoft Office and Radiology Information systems

This post will be offered on a fixed term contract for 1 year

This is a full-time post - 100% full time equivalent (the post holder is expected to work full time on site)

Person Specification

Qualifications

Essential

GCSE / NVQ / or equivalent

Desirable

A Level in Maths, Science and English

Experience

Essential

Previous experience in a clinical or in a research support role within HEI or NHS
Excellent knowledge and experience of using NHS administrative procedures and NHS IT systems (e.g., EPIC) to deal with patient data
Able to work flexibly and under pressure at busy times.
Understanding of patient condentiality
Experience in customer service
Substantial previous administrative experience/secretarial experience particularly in a clinical setting
Excellent verbal & written communication skills
Attention to detail

Desirable

Knowledge of medical terminology
Knowledge of databases
Customer Service training
Microsoft Office Training (Microsoft office, Outlook, Word, Excel, PowerPoint)

Person Specification

Qualifications

Essential

GCSE / NVQ / or equivalent

Desirable

A Level in Maths, Science and English

Experience

Essential

Previous experience in a clinical or in a research support role within HEI or NHS
Excellent knowledge and experience of using NHS administrative procedures and NHS IT systems (e.g., EPIC) to deal with patient data
Able to work flexibly and under pressure at busy times.
Understanding of patient condentiality
Experience in customer service
Substantial previous administrative experience/secretarial experience particularly in a clinical setting
Excellent verbal & written communication skills
Attention to detail

Desirable

Knowledge of medical terminology
Knowledge of databases
Customer Service training
Microsoft Office Training (Microsoft office, Outlook, Word, Excel, PowerPoint)

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.

Employer details

Employer name

Kings College London

Address

St. Thomas's Hospital

249 Westminster Bridge Road

London

SE1 7EH

Employer's website

https://www.kcl.ac.uk (Opens in a new tab)

Employer details

Employer name

Kings College London

Address

St. Thomas's Hospital

249 Westminster Bridge Road

London

SE1 7EH

Employer's website

https://www.kcl.ac.uk (Opens in a new tab)

For questions about the job, contact:

Olga Gad

olga.gad@kcl.ac.uk

Date posted

23 October 2023

Pay scheme

Other

Salary

£32,179 to £35,596 a year including London Weighting allowance

Contract

Fixed term

Duration

1 years

Working pattern

Full-time

Reference number

N0067-23-0005

Job locations

St. Thomas's Hospital

249 Westminster Bridge Road

London

SE1 7EH

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