Administrator – Breast Radiology Denmark Hill, London SE5

Due to the nature of the post, applicants must be female (this provision applies under the Sex Discrimination Act 1975 section 7(2) (b) in relation to GOQ.

An exciting opportunity has arisen for an Administrator with secretarial and reception duties in the Breast Radiology Department. We are looking for an enthusiastic and proactive person to join our administration team of eight and department of over 80 and provide first class administration support. This will include working alongside our senior administrator providing secretarial duties to consultants, surgeons, nurses, specialist registrars and senior managers.

You will also work alongside our clinic co-ordinators and administrator, working on reception, making appointments and being the first point of contact for sometimes extremely anxious patients and their families. You will possess excellent communication skills, be able to prioritise and organise a varied workload and be IT literate with working knowledge of MS Word, Excel and Outlook.

We welcome applications from candidates that will able to build effective working relationships with colleagues of all levels and work using their own initiative. In return, the post holder will be supported in their role through training, supervision and opportunities to develop.

To perform reception and administrative duties in the Breast Radiology Department. Tasks include checking client demographics and previous imaging history. Preparation of client documentation for mammography screening, assessment and symptomatic clinics, ensuring observing clients/patient privacy in accordance with Trust regulations and to facilitate the smooth running of the clinics.

To provide a professional secretarial service to radiologists, clinicians, nurses and surgeons within the Breast Radiology Department as part of the South East London Breast Screening Programme and National Training Centre and King’s Symptomatic Breast Services.

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of £1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in 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) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.

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 to meet 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.

The trust-wide strategy Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King’s to another level

To maintain a telephone service to clients, which would incorporate processing client’s requests for results (which may have been delayed due to further clinical discussions). In addition, answering telephone queries in regard to symptomatic breast problems some of which will be of a complicated and emotive nature. Changing/cancelling of appointments. To deal with enquiries from relatives, the public, and external agencies and to be able to communicate with people that have communication difficulties.

To keep the diary updated with the Administration Service Delivery Manager to ensure annual, study leave and lectures are entered for each consultant, to ensure that there is cover for the clinics.

To perform assessment/symptomatic reception duties within the Breast Radiology Department.

Responsible for ensuring that waiting times are monitored regularly and maintained in line with performance targets, and to ensure that clinics are booked to maximum capacity.

To make appointments in the appropriate clinics using our trust electronic health System (Epic) Responsible for ensuring that all referrals and appointment requests are processed in line with departmental procedures.

In conjunction with the Administration Service Delivery Manager, vet and allocate referrals on EPIC to the correct clinics, highlighting any issues. Responsible for the amendment and cancellation of all appointments types (new and follow ups); ensuring that all slots are fully utilised.

To ensure that where necessary, interpreters and/or transport are also booked in advance of the appointment date.

Processing symptomatic and assessment DNA referrals as per guidelines, ensuring KPIs are met.

The ability to use EPIC, NBSS, and Family History database are essential requirements for this post. (training will be available)

The post holder will be responsible for ensuring the smooth running of the Breast Radiology reception desk which will include the running of multiple simultaneous clinics, the organising of specimen imaging from theatres whilst patient is still under anaesthetic, producing specimen labels as required, answering telephone enquiries, assisting nursing, radiographic and radiology colleagues. To be able to identify and prioritise each task as appropriate.

The post holder will be responsible for the timely allocation of assessment appointments within the National Breast Screening national targets and must have a full breadth of knowledge of the National Breast Screening Programme.

The post holder is responsible to ensure that the reception is covered at all times and that clinics are planned in accordance with the availability of Consultants, Nurses and Radiographers. The line manager must be informed of adhoc clinics run by Breast Care.

Responsible for highlighting to the Administration Service Delivery Manager any capacity issues that might negatively impact upon patient appointment processes.

To be able to provide an empathetic and sympathetic approach to distressed or anxious clients who have concerns in regard to screening or results, either face to face or over the telephone.

Understanding and identifying the difference between screening, family history and increased risk screening, symptomatic and external referral patients in order to manage enquiries and allocate to the correct clinics.

Attend meetings, and take minutes as required.

Type ad hoc letters and documents as and when required and to undertake any other administrative or secretarial duties appropriate to the grade that may be required from time to time.

Take and collect the post to the post room before 3.00p.m.

The post holder is expected to be able to operate without supervision but to contact or refer anything that they are unable to deal with to the Administration Service Delivery Manager.

To be able to work in a rapidly changing environment.

Report faults on own and shared equipment as and when required.