Total 58 Administrative / Clerical job vacancies in Luton, Bedfordshire, lu1 3ng

A Vacancy at East Kent Hospitals University NHS Foundation Trust.


We are looking for a motivated and hardworking Senior Medical Secretary, Pathway Supervisor to join the Upper Surgery, Head and Neck, Dermatology and Breast Care Group.

The role will be for a Permanent based at the Kent &Canterbury Hospital and QEQM.

Manage and monitor patients through their treatment pathway ensuring compliance to RTT, cancer pathways and local waiting time standards.

Managing Administration Teams.

Provide comprehensive administrative, clerical and audio typing support to consultants and their teams.

Linking with operational management team to ensure that RTT, Cancer and EPR letter performance standards are met. Covering Operational Management.

Key liaison between the Trust and outsourced dictation services, or voice recognition services, for the majority of clinical administration.

Work in a team based secretarial service providing support for each other and ensuring continuity of the service.

Act as a key point of liaison between patients, GPs, other staff and outside agencies.

We are one of the largest hospital trusts in England, with five
hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference’. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.

Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

Please note that if you require a Certificate of Sponsorship to work in the UK you must declare this on your application form, even if you currently have a certificate of sponsorship or a work permit for another role and are already working in the country. Please note we are only able to sponsor candidates on a Skilled Worker Visa applying for roles Band 5 and above.

‘Please scroll down to access the full Job Description and Person Specification located in 'supporting documents'.


This advert closes on Monday 18 Nov 2024

1. To provide support regarding communication for staff within the Trust and with patients/ relatives, to facilitate a successful outcome of all enquires.2. To keep a full record of patients admitted and discharged (in/Out Book), i.e., Hospital Number, follow-up appointment, movement of notes, and patient information. Updating IT systems for admission and discharge of patients3. Duties to include but not exhaustive: -a) To update IT systems: to include, admissions, discharges, updating of patient details (correct address, GP details, next of kin).b) To ensure that the patient is admitted under the correct Consultant.c) To file admission packs for new patients in accordance with admission pack filing notes.d) To ensure trollies are ready for Ward rounds, also ensuring that there are continuation sheets and labels for all in patientse) To make/request follow up appointments for discharged patients.f) To file discharge episode in accordance with discharge filing notes.g) In the case of deceased patients, ensure correct paperwork is printed forBereavement office and contact GP.h) To continually monitor IT systems throughout the working day for any changes in patients status.4. To support Ward staff in dealing with telephone enquiries5. To sort and distribute mail, re-addressing discharged patients' mail.6. Report any faults/work required or faulty equipment to facilities help desk and clinical engineering.7. Order non-stock equipment and stationery from Lyreco/ADB, keeping minimal stock as next day delivery available.8. To support with the training of new members of staff.

Wixams Academy Sixth Form opened its doors to students in September 2022. As the academy expands to double, its size over the next 18 months and Sixth Form moves into its own building, we have need to expand the Sixth Form management team. Wixams Academy is looking to appoint an organised Sixth Form Study Supervisor and Administrative Assistant to manage the KS5 Silent Study Space and provide a comprehensive, efficient and professional administrative service to the Sixth Form team, including supporting the Sixth Form admissions and enrolment process. You will work closely with the Assistant Headteacher – Head of Sixth Form, Deputy Head of Sixth Form and the Sixth Form pastoral team. Wixams Sixth Form is rated “Good” by Ofsted and has a very positive profile within Bedford Borough. You will work closely with and be an integral part of this driven, focused and hard-working team as we progress towards our goal of reaching Outstanding status. To be successful in this role you will need to be organised, have acute attention to detail and have the ability to multitask. The ideal candidate will have a good level of education and proven experience of working in a busy administrative/office management role, preferably having experience of working in a Sixth Form. Wixams Sixth Form is on a journey to becoming a nationally renowned post 16 provider working at an Ofsted outstanding standard. We pride ourselves in offering students a diverse range of experience, a broad curriculum and personalised support to enable them to leave us with outstanding academic qualifications and as fully rounded, successful citizens. Please read the Sixth Form Study Supervisor and Administrative Assistant information document for more information about the role, Job Description and Person Specification.35 hours per week – 8:15am-4pm 5 days a week – Term Time Only + 1 week Salary: £29,541 FTE, £22,605 pro rata Start date: As soon as possible All appointments are subject to safer recruitment and safeguarding checks, including an enhanced DBS clearance check, Prohibition from Teaching Checks and a Section 128 Direction Check (if applicable). KST is committed to the safeguarding of the children and young people in our care and actively promotes their welfare. We expect all staff and volunteers to share this commitment. KST is an equal opportunities employer and welcomes applications from minority groups.

Please see the attached job description and person specification for more information about the role.

The post holder will provide a strong support function to the patient pathway and will be an integral part of the team. They will contribute to the efficient management of the outpatient booking process adhering to the standard operating procedures. Where necessary, liaison will be required with GPs, Secretaries and Patients. Telephone calls relating to specific appointment queries will be part of the role and dealt with in a professional manner. Collect, open, date stamp and distribute mail to the appropriate staff. Daily delivery and pick up of referral letters to consultant offices Distribute referral letters to designated place in clinic clerks office. Register referrals onto IPM system ensuring all data is accurate at all times. Liaise with GP practices to maintain data quality of referrals entered onto IPM. Print packs for referrals letters in preparation for Evolve. Scan referrals directly into Evolve if the appointment booking is within 7 days. Manage referrals for review Work List on a daily basis ensuring that electronic referral attachments from GP practices are printed, dispatched and processed by individual Consultants, within 5 working days to raise any concerns with Supervisor. Assign referrals to Evolve system and raise any concerns with Supervisor Update 2ww log sheets following referral process Print header sheets for paper referrals

We currently have an exciting opportunity for a ward clerk to come and join our team. The post holder will undertake clerical work, necessary in the efficient running of the ward, and will need to work without supervision, using their own initiative when dealing with enquiries that arise. The post also demands the ability to communicate at all levels with patients, relatives and medical colleagues to maintain a high standard of service to meet the needs of the patients.

The post-holder will be an integral part of the ward team ensuring that it runs smoothly on a day to day basis. The ward clerk will undertake clerical work, necessary in the efficient running of the ward, and will need to work without supervision, using their own initiative when dealing with enquires that arise. The post also demands the ability to communicate at all levels with patients, relatives and medical colleagues to maintain a high standard of service to meet the needs of the patients.

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.

We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.

All new staff will be subject to a probationary period covering their first six months in post.

Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.

1. To provide support regarding communication for staff within the Trust and with patients/ relatives, to facilitate a successful outcome of all enquires.
2. To keep a full record of patients admitted and discharged (in/Out Book), i.e., Hospital Number, follow-up appointment, movement of notes, and patient information. Updating IT systems for admission and discharge of patient’s
3. Duties to include but not exhaustive: -
a) To update IT systems: to include, admissions, discharges, updating of patient details (correct address, GP details, next of kin).
b) To ensure that the patient is admitted under the correct Consultant.
c) To file admission packs for new patients in accordance with admission pack filing notes.
d) To ensure trollies are ready for Ward rounds, also ensuring that there are continuation sheets and labels for all in patients
e) To make/request follow up appointments for discharged patients.
f) To file discharge episode in accordance with discharge filing notes.
g) In the case of deceased patients, ensure correct paperwork is printed for
Bereavement office and contact GP.
h) To continually monitor IT systems throughout the working day for any changes in patient’s status.
4. To support Ward staff in dealing with telephone enquiries
5. To sort and distribute mail, re-addressing discharged patients' mail.
6. Report any faults/work required or faulty equipment to facilities help desk and clinical engineering.
7. Order non-stock equipment and stationery from Lyreco/ADB, keeping minimal stock as next day delivery available.
8. To support with the training of new members of staff.




This advert closes on Friday 1 Nov 2024

1. To provide support regarding communication for staff within the Trust and with patients/ relatives, to facilitate a successful outcome of all enquires.2. To keep a full record of patients admitted and discharged (in/Out Book), i.e., Hospital Number, follow-up appointment, movement of notes, and patient information. Updating IT systems for admission and discharge of patients3. Duties to include but not exhaustive: -a) To update IT systems: to include, admissions, discharges, updating of patient details (correct address, GP details, next of kin).b) To ensure that the patient is admitted under the correct Consultant.c) To file admission packs for new patients in accordance with admission pack filing notes.d) To ensure trollies are ready for Ward rounds, also ensuring that there are continuation sheets and labels for all in patientse) To make/request follow up appointments for discharged patients.f) To file discharge episode in accordance with discharge filing notes.g) In the case of deceased patients, ensure correct paperwork is printed forBereavement office and contact GP.h) To continually monitor IT systems throughout the working day for any changes in patients status.4. To support Ward staff in dealing with telephone enquiries5. To sort and distribute mail, re-addressing discharged patients' mail.6. Report any faults/work required or faulty equipment to facilities help desk and clinical engineering.7. Order non-stock equipment and stationery from Lyreco/ADB, keeping minimal stock as next day delivery available.8. To support with the training of new members of staff.

The post holder will provide a strong support function to the patient pathway and will be an integral part of the team. They will contribute to the efficient management of the outpatient booking process adhering to the standard operating procedures. Where necessary, liaison will be required with GPs, Secretaries and Patients. Telephone calls relating to specific appointment queries will be part of the role and dealt with in a professional manner. Collect, open, date stamp and distribute mail to the appropriate staff. Daily delivery and pick up of referral letters to consultant offices Distribute referral letters to designated place in clinic clerks office. Register referrals onto IPM system ensuring all data is accurate at all times. Liaise with GP practices to maintain data quality of referrals entered onto IPM. Print packs for referrals letters in preparation for Evolve. Scan referrals directly into Evolve if the appointment booking is within 7 days. Manage referrals for review Work List on a daily basis ensuring that electronic referral attachments from GP practices are printed, dispatched and processed by individual Consultants, within 5 working days to raise any concerns with Supervisor. Assign referrals to Evolve system and raise any concerns with Supervisor Update 2ww log sheets following referral process Print header sheets for paper referrals

What skills and experience we're looking for

To be successful in this role you will need to be organised, have acute attention to detail and have the ability to multitask. The ideal candidate will have a good level of education and proven experience of working in a busy administrative/office management role, preferably having experience of working in a Sixth Form.

What the school offers its staff

Please refer to JD document

Commitment to safeguarding

Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff, volunteers and trustees to share this commitment. Our recruitment process follows the keeping children safe in education guidance. Offers of employment may be subject to the following checks (where relevant): childcare disqualification Disclosure and Barring Service (DBS) medical online and social media prohibition from teaching right to work satisfactory references suitability to work with children You must tell us about any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.

Work within a busy practice assisting with written and oral communication with clients. Responding to queries from various organisations, and emails. Assisting caseworkers with administrative tasks. Make appointments, arrange interpreters, undertake reception duties, keep diaries and records up to date. Prepare cases for file closing, transfer and archiving. undertake additional duties required. Travel between offices as required.

Please see the job description attached for all duties and responsibilities for this Children`s Therapies administration post.

To input data timely and accurately into cardiac and trust wide systems in line with directorate and trust requirements. Produce timely and accurate reports as required, ensuring confidentiality is maintained, to facilitate continuous evaluation of service and quality improvement. To use Cardiac Rehab databases for the booking of Cardiac Rehab outpatient clinics and posting patient letters/correspondence Respond appropriately when acting as the initial point of contact patients/ relatives and staff. Referring to Administrative / Clinical Team or Senior Leads as appropriate To use and develop effective communication tools, verbal and non-verbal to communicate with patients who may have barriers to understanding or communicating. For example patients with hearing, sight problems or cognitive problems. Ensure patient notes are maintained and filed in accordance with Trust policy and are available to clinicians when patients attend Cardiac Rehab Ensure all patient notes are secure and accessible in Cardiac Rehab Organises own workload effectively to facilitate the provision of a timely and efficient service. In conjunction with other team members is responsible for monitoring clerical equipment is properly used and maintained to prevent resource wastage. The post holder will develop self, contribute to the development of the knowledge and practice of others by undertaking an annual appraisal, and ensure all mandatory training is up to date. They will also be responsible for identifying any new areas for training that will benefit the department. Any other duties as required and appropriate to the level of this post.

Please scroll down to access the full Job Description and Person Specification located in Documents to download. If you have further queries please dont hesitate to contact the line manager using the contact details below.

Quality and Effectiveness To assist in the monitoring and reporting of clinical efficiency within the Cardiac Centre i.e. outpatient waiting times and local and national targets Make recommendations for any changes in practices and systems within sphere of responsibility, lead on their implementation in conjunction with the multidisciplinary team within the Cardiac Suite Contribute to service developments within the Cardiac Suite and assist the clinical team in implementing the Organisational responsibilities Organises own workload effectively to facilitate the provision of a timely and efficient service. Recognise and maintain involvement on patient experience data feedback. Reporting to Senior Nurses where appropriate In collaboration with other key staff in the division and directorate, maintain effective use of bed availability by timely and effective admission and discharge planning. Resource Management To assist the nursing team in liaison with the Bed Manager to assess inpatient bed availability for certain cardiac suite procedures and ensure that all relevant staff are aware of the bed management issues prior to the beginning of relevant cases, negotiating with all staff groups as necessary to ensure patient safety In conjunction with other senior team members responsible for ensuring clerical equipment is properly used and maintained. Responsible for ensuring clerical stock levels within the cardiac centre are well maintained. Responsible for ensuring that clerical supplies are used appropriately and resource wastage is prevented. Education and training Identify and undertake an individual personal development plan for self which will be supported with the annual appraisal process. Responsible for ensuring all individual mandatory training is up to date and identifying any new areas for training that will benefit the department.

Please scroll down to access the full Job Description and Person Specification located in 'supporting documents'.