Operations Assistant (Clinical Administrator – Imaging Clinical Research Facility)

Job description

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.  

 

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 flexible, responsive and confident 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. Also, previous working knowledge in NHS systems such as CRIS, PiMS and EPR 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. 

 

This post will be offered on an indefinite contract  

This is a full-time post

 

Key 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 the Computerized Radiology Information System (CRIS), PIMS, EPR 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 figures 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 

 

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.  

Skills, knowledge, and experience 

Essential criteria  

1.       GCSE / NVQ / or equivalent 

2.       Previous experience in a research support role within HEI or NHS 

3.       Good telephone manner 

4.       Attention to detail 

5.       Excellent knowledge and experience of using EPR, CRIS and PIMS to deal with patient data  

6.       Proficient key board skills 

7.       Able to work flexibly and under pressure at busy times. 

8.       Understanding of patient confidentiality  

9.      Ability to draft letters and documents  

10.    Experience in customer service 

11.    Experience working in a clinical environment 

12.    Substantial previous administrative experience/secretarial experience particularly in a clinical setting  

13.    Experience in working with NHS administrative procedures and of NHS patient IT systems 

14.    Excellent verbal & written communication skills 

15.    Familiarity with working under pressure in a busy high-level Office involving conflicting demands including good organizational skills, ability to work on own initiative and manage competing priorities, multitasking, and being diplomatic and tactful. 

 

Desirable criteria

1.      A Level in Maths, Science and English Knowledge of databases 

2.      Knowledge of medical terminology 

3.      Customer Service training 

4.      Microsoft Office Training (Microsoft office, Outlook, Word, Excel, PowerPoint)