Gynaecology Administrator
Job summary
You will act as a welcoming first point of contact for patients, families and visitors, helping to create a calm, inclusive and supportive environment. Our administrative teams play a vital role in supporting patients through deeply personal and often life changing journeys, from routine care to fertility treatment.
The role involves managing referrals, booking and coordinating appointments, admissions and procedures, following up patients who do not attend (DNAs), handling cancellations sensitively and supporting clinic capacity and room usage. You will use Trust systems to maintain accurate records, carry out data quality checks and support a smooth patient journey.
You will also provide reception and administrative support, handle enquiries, manage confidential information appropriately and complete general administrative tasks such as stock, payments, coding support and Subject Access Requests. Flexibility to work evenings and weekends is required. You will be supported by experienced colleagues and managers, with access to training and development.
This is a permanent position and an excellent entry level opportunities for anyone wishing to start or develop a career in the NHS, offering valuable experience in busy clinical services and a supportive team environment.
Main duties of the job
Provide comprehensive and efficient administrative support across the service on a rotational basis, ensuring coverage of diverse tasks. Deliver excellent customer service to patients and colleagues via face-to-face, telephone,and email interactions. Process and book outpatient appointments in line with the Trust Elective Access Policy,ensuring timely and accurate data entry on PAS and other systems. Provide reception cover on weekdays/weekends as required. Complete daily data quality checks promptly. Support with audio typing of letters, notes, and patient communications within agreedtimescales.
About us
At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care. Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You'll get an experience like no other and will fast forward your career.Benefits include career development, flexible working and wellbeing, staff recognition scheme.
Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities. We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview.
Environmental sustainabilityClimate change and poor air quality is a health emergency that harms people's health and wellbeing and widens health inequalities. The Trust is also committed to reducing its impact on the environment by reducing our greenhouse gas emissions to Net Zero by 2045.
All our employees have a role to play, and we have an active green network that supports staff to act in ways that ensures that our services are efficient, sustainable and reduce our impact on the environment www.imperial.nhs.uk/about-us/our-strategy/green-plan.
Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required. For both overviews, please view the Job Description attachment with the job advert.
Person Specification
Education/ qualifications
Essential
A-Levels or equivalent knowledge or experience. Excellent English comprehension - oral and written Understanding of medical terminology
Desirable
Secretarial qualification or equivalent experience.
Experience · Essential
Administrative experience Evidence of experience of dealing with the public. Basic IT literacy
Desirable
Previous experience in an NHS institution. An understanding of outpatient waiting lists and outpatient appointment booking processes. Formal customer care training. Skills/knowledge/ abilities
Essential
Knowledge of the NHS performance indicators: referral to treatment standard. Ability to adapt to new working practices, learn new software systems and acquire new knowledge. Ability to analyse waiting list reports and other sources of information and make judgements about booking patients based on those reports. Ability to enter data daily into computer systems using keyboard skills to a high level of speed and accuracy Ability to undertake administration tasks and switch without notice to dealing with frequent customer and telephone enquiries when they attend for their appointments.
Desirable
Service sector work (preferably hospital). PAS system Cerner knowledge Knowledge of the NHS performance indicators: referral to treatment standard.
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.
Certificate of Sponsorship
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) .
