Total 12 Others level Administrative / Clerical job vacancies in Thornton Heath, CR7 7YE

Complete responsibility for the consultants operating diaries utilising a full knowledge of surgical procedures, duration of operating times, and theatre availability. Production of letters which inform patients of the appropriate admission times, dates and eating instructions, in accordance with their anaesthetic requirements. This follows detailed and sensitive negotiations with patients relating to their availability for surgery, with consideration being given to the correct application of the Patient Access policy. Collect waiting list cards from the clinic and input the information on PAS. Great attention to detail is very important and all information must be transcribed exactly to the consultant requests. Information must be added within a deadline and letters sent to the patients, stating an estimated waiting list time, dependant on each procedure and each consultant. Ensure all relevant patients details are entered on the PAS system, including booked admissions and updating of patient information for all providers. Organise interpreters where necessary, for patients operations, and pre-operative appointments. Maintain records of such bookings and pass information regarding each booking to relevant staff. Flag up the need for cover when annual leave is booked or cancelling theatre time accordingly. Maintain and update the consultants waiting lists. Prioritise urgent patients, and make sure government targets for the routine waiting lists are being met. Highlight immediately and in a timely fashion any conflicts that might mean patient waiting time targets could be breached. Be aware of, and able to adapt to any changes in trust policy and general operating systems. Compile and update patients personal details on PAS database, and amend their files accordingly. Create files for new patients and request notes from other trust hospitals for patients that have been seen at different hospitals. Complete responsibility for ensuring that all patients receive pre-operative assessment within a strict time allowance. Defer patients, where appropriate and liaising with GP surgeries regarding a patients medical status. Arranging further outpatient appointments where necessary. Collect pre-operative assessment case notes from wards/clinics and record patient attendances on PAS. Provide consultants with lists of patients who do not attend and write to the patients and their GP, in accordance with the Directorates DNA policy. Ensure notes and other relevant information for the Pre-Clerking of patient is prepared. Comprehensive knowledge of clinic booking and procedure management is essential. Ability to liaise and if necessary book patients into clinics appointments in the out patients department, produce letters and cancel and rebook as needed. Track all case note movements as necessary on the computerised tracking system. Coordinate the mapping of patients to beds, liaising with ward staff and bed managers to ensure that clinical priorities and trust policy is adhered to. Production and distribution of weekly admissions list, to medical secretaries, wards, theatres, and any other party that requests a copy. Be responsible for ordering any specialist equipment needed by theatres, and arranging this in time for sterile services departments to action. Understand all specialities of in-patient activity within the hospital. To know the standard operating procedures for all consultants in order to answer queries from patients/GPs and other trust staff. To be able to provide cross-cover for other admissions officers when they are on planned annual leave or are away with sickness. Manage systems for accurate filing of admission cards and referral letters, so they can be retrieved at any given time. Produce statistical information about the operations done, cancelled or deferred for the Consultants and Trust. Deal with large volumes of day to day enquiries from patients/GPs/Trust staff in a courteous, sympathetic manner. Communicate with all patients due to be admitted by any provider unit used by UHS. Ensure beds are booked for all elective admissions, endoscopies, bed rest, X-Ray or other trust departments. Ensure that patients notes and other relevant information is prepared and delivered to the appropriate ward, provider prior to admission. Manage an efficient waiting list system in accordance with Trust policy. Fully understand the Trusts Patient Access policy relating to patients choice and be able to implement systems and answer questions from patients regarding this. Where necessary arrange admissions for private patients. Communicating with the consultants private secretary and the wards, and producing the appropriate admission lists. Maintain an efficient system to monitor patients directed to the private sector for treatment. Collect daily cancelled operations forms from theatres and amend details on the waiting list. Rearrange admission if necessary, make follow up appointments or discharge as necessary. Record all attendances and outcomes on PAS. Where necessary discharge patients in accordance with consultants requests and update details on the computer systems. If patients cancel their appointments where appropriate discharge them, inform their GP's and send out written confirmation to the patient, thanking them for advising the Trust that they would not be attending, or no longer need treating. Make appropriate changes are made and written in full onto PAS and ensure the Patient Access policy is appropriately interpreted and applied incorrectly suspending or altering their Korner wait.

What will the apprentice be doing?
Shadowing a full-time member of staff carrying out member inductions/personal exercise programmes

Administration tasks: signing up and supporting members

General cleaning to maintain the gym equipment for the membership

What training will the apprentice take and what qualification will the apprentice get at the end?

Personal trainer Level 3 Apprenticeship Standard - (15-18 months)
Successful application will undertake a Personal Training (Level3) qualification
PT qualification is completed at the workplace, so it forms part of the working day

First Aid qualification is completed as a one-day course away from the workplace

Outpatients Clinic Receptionist - Band 2

An exciting opportunity has arisen for an Outpatient clinic receptionist to join the team at Croydon University Hospital / Purley War Memorial Hospital.

The post holder’s duties will include making follow up appointments for various outpatients clinics, dealing with telephone and face to face queries and preparing documentation for clinics. The post holder will liaise with patients, GPs, consultants, cancer services and other departments in the hospital.

The post holder will contribute to ensuring that an efficient and effective outpatient services is delivered to meet the needs of the patients.

The ideal candidate will have excellent people skills; excellent communication skills, enjoy working in a busy, challenging environment and have a positive approach to work. In addition they will also need to possess excellent IT skills as a key part of the role is using the hospital computer system as well as emails. They will need to be reliable, self-motivated and great at multi-tasking. Experience of working in a similar post would be advantageous, although full training will be provided.

Proposed Interview Dates: 20th and 21st June 2024

The postholder will work within a team of clinic receptionists across main outpatients and Purley, undertaking a wide range of clearly defined administrative and reception duties to ensure efficient
and effective outpatient services are delivered to meet the needs of the patients. Areas of work will
include:
*Clinic preparation

*Reception admin (including Purley)
*Electronic Referral System

Croydon Health Services NHS Trust provide hospital and community services from a number of community and specialist clinics throughout Croydon. The Trust was formed on 1st August 2010 through the integration of Croydon Community Health Services and Mayday Healthcare NHS Trust. Around 4,100 staff provide services for a population of over 360,000 people who are relatively young with a high level of ethnic diversity.

Our main hospital site, Croydon University Hospital is one of the busiest in London. We’re also leading the way in providing more healthcare outside hospitals at clinics, specialist centres and in people’s homes. Our experienced district nursing teams, Allied Health Professionals and community matrons look after people of all ages across Croydon.

Across the NHS everyone is working hard to meet growing demand and we’re no exception. But with the right people on board, we are rising to this challenge, putting our people in the driving seat, encouraging innovation and transforming our services to give local people the quality of care they deserve. Croydon Health Services puts a great deal of importance on education and training throughout the careers of all of our staff.

If you want the opportunity to have a real impact, challenge yourself and be part of an NHS Trust that’s making a real difference then a career at Croydon Health Services could be just what you’re looking for.

** Please see the Job Description and the Person Specification for more details on the jobs responsibilities **


This advert closes on Friday 31 May 2024

To undertake general office duties including photocopying, faxing and distribution of documents as required and opening and distributing of post To deal effectively, sensitivity and diplomatically with incoming calls both internal from NHS staff and external from the public and outside professionals, taking accurate information To be able to work unsupervised and prioritise workload on a day to day basis, liaising with other team members to ensure continuity of service at all times Undertake any other duties necessary in the interests of the service and to raise concerns where necessary which may affect efficient provision of service. To use SystmOne patient electronic system to manage tasks and ensure accurate electronic patient records are maintained. This will include scanning documents and booking patients onto clinical rotas training will be given and the level of using SystmOne will be commensurate to your role Be aware in the CDC environment of volatile situations and how to manage in the confines of your role and how to escalate Providing a comprehensive and efficient Secretarial/Administration service for Child Development Centre medical/clinical staff. This involves audio typing of medical letters, statutory medical and clinical reports, documents, forms, witness statements and other correspondence as required which includes using medical terminology. This will include confidential child protection reports within required timescales, with accuracy. Ensuring a timely dispatch of outgoing post. To produce and check correspondence and medical reports that are visually attractive and of a high standard of readability using Microsoft Office To book clinics for new referrals, follow up appointments and joint multi-disciplinary assessments, and ensure that complete and up to date medical notes are available for each patient if required Ensure follow up appointments are recorded via patient electronic system (SystmOne) within the timeframes dictated by statutory guidelines Deal with correspondence and telephone queries for medical/clinical staff as required, maintaining efficient records are recorded appropriately via patient electronic system (SystmOne) To receive emails, telephone enquiries and visitors regarding appointments, meetings and queries taking any necessary action by passing on accurate messages or resolving issues appropriate to your role To undertake task management on the patient electronic system (SystmOne) as required liaise with the Centre Co-ordinator/Clinical Services Manager regarding complaints and queries received by phone or electronically You will be required to take notes/minutes at local team meetings and transcribe them Collate and present data/information as requested, using agreed systems and formats To participate in supporting service development for the Child Development Centre Service

***Please see the attached supporting document which contains more information about the role in job description and person specification***

The post holder will support the Maternity Department (including community) and Neonatal Unit in the effective management of the staff roster. Delegated duties will include general daily administrative support for the ward clerks and close liaison with departmental area leads to ensure operational efficiency.

Maternity Roster and Ward Clerk Supervisor (Band 4)

An exciting opportunity has come up in the Integrated Women’s, Children’s and Sexual Health Directorate. The post holder will support the Maternity Department (including community) and Neonatal Unit in the effective management of the staff roster. The post holder will be responsible for the management of the Maternity administrative teams. Delegated duties will include general daily administrative support for the ward clerks and close liaison with departmental area leads to ensure operational efficiency.

Proposed Interview Date: 16th May 2024

Croydon Health Services NHS Trust provide hospital and community services from a number of community and specialist clinics throughout Croydon.

These include:

• Croydon University Hospital

• Purley Hospital

• The Sickle Cell and Thalassaemia Centre in Thornton Heath

• Community bases at Purley, Sanderstead, New Addington, Broad Green, Woodside

• A minor injuries unit in New Addington



The Trust was formed on 1st August 2010 through the integration of Croydon Community Health Services and Mayday Healthcare NHS Trust. Around 3,500 staff provide services for a population of over 360,000 people who are relatively young with a high level of ethnic diversity.



Our Vision:



“Excellent integrated care for you and your family, when and where you need it”



Our 5 key ‘Here for you’ promises to the people of Croydon are:



• You feel cared for by helpful and welcoming staff

• You feel in safe hands with highly professional staff

• You feel confident in your treatment from skilled teams of compassionate clinicians

• You feel we value your time with convenient appointments, minimal waiting and care closer to home

• You feel it’s getting better all the time as we continue to improve our services

We are one of 17 Trusts in the country who have been accepted as national pioneers on staff engagement and empowerment, through the adoption of "Listening into Action" as a new way of working. The approach we are taking to “Listening into Action” is new and different.

***Please see the attached supporting document which contains more information about the role in job description and person specification***


This advert closes on Tuesday 7 May 2024

What will the apprentice be doing?
Shadowing a full-time member of staff carrying out member inductions/personal exercise programmes

Administration tasks: signing up and supporting members

General cleaning to maintain the gym equipment for the membership

What training will the apprentice take and what qualification will the apprentice get at the end?

Personal trainer Level 3 Apprenticeship Standard - (15-18 months)
Successful application will undertake a Personal Training (Level3) qualification
PT qualification is completed at the workplace, so it forms part of the working day

First Aid qualification is completed as a one-day course away from the workplace

Complete responsibility for the consultants operating diaries utilising a full knowledge of surgical procedures, duration of operating times, and theatre availability. Production of letters which inform patients of the appropriate admission times, dates and eating instructions, in accordance with their anaesthetic requirements. This follows detailed and sensitive negotiations with patients relating to their availability for surgery, with consideration being given to the correct application of the Patient Access policy. Collect waiting list cards from the clinic and input the information on PAS. Great attention to detail is very important and all information must be transcribed exactly to the consultant requests. Information must be added within a deadline and letters sent to the patients, stating an estimated waiting list time, dependant on each procedure and each consultant. Ensure all relevant patients details are entered on the PAS system, including booked admissions and updating of patient information for all providers. Organise interpreters where necessary, for patients operations, and pre-operative appointments. Maintain records of such bookings and pass information regarding each booking to relevant staff. Flag up the need for cover when annual leave is booked or cancelling theatre time accordingly. Maintain and update the consultants waiting lists. Prioritise urgent patients, and make sure government targets for the routine waiting lists are being met. Highlight immediately and in a timely fashion any conflicts that might mean patient waiting time targets could be breached. Be aware of, and able to adapt to any changes in trust policy and general operating systems. Compile and update patients personal details on PAS database, and amend their files accordingly. Create files for new patients and request notes from other trust hospitals for patients that have been seen at different hospitals. Complete responsibility for ensuring that all patients receive pre-operative assessment within a strict time allowance. Defer patients, where appropriate and liaising with GP surgeries regarding a patients medical status. Arranging further outpatient appointments where necessary. Collect pre-operative assessment case notes from wards/clinics and record patient attendances on PAS. Provide consultants with lists of patients who do not attend and write to the patients and their GP, in accordance with the Directorates DNA policy. Ensure notes and other relevant information for the Pre-Clerking of patient is prepared. Comprehensive knowledge of clinic booking and procedure management is essential. Ability to liaise and if necessary book patients into clinics appointments in the out patients department, produce letters and cancel and rebook as needed. Track all case note movements as necessary on the computerised tracking system. Coordinate the mapping of patients to beds, liaising with ward staff and bed managers to ensure that clinical priorities and trust policy is adhered to. Production and distribution of weekly admissions list, to medical secretaries, wards, theatres, and any other party that requests a copy. Be responsible for ordering any specialist equipment needed by theatres, and arranging this in time for sterile services departments to action. Understand all specialities of in-patient activity within the hospital. To know the standard operating procedures for all consultants in order to answer queries from patients/GPs and other trust staff. To be able to provide cross-cover for other admissions officers when they are on planned annual leave or are away with sickness. Manage systems for accurate filing of admission cards and referral letters, so they can be retrieved at any given time. Produce statistical information about the operations done, cancelled or deferred for the Consultants and Trust. Deal with large volumes of day to day enquiries from patients/GPs/Trust staff in a courteous, sympathetic manner. Communicate with all patients due to be admitted by any provider unit used by UHS. Ensure beds are booked for all elective admissions, endoscopies, bed rest, X-Ray or other trust departments. Ensure that patients notes and other relevant information is prepared and delivered to the appropriate ward, provider prior to admission. Manage an efficient waiting list system in accordance with Trust policy. Fully understand the Trusts Patient Access policy relating to patients choice and be able to implement systems and answer questions from patients regarding this. Where necessary arrange admissions for private patients. Communicating with the consultants private secretary and the wards, and producing the appropriate admission lists. Maintain an efficient system to monitor patients directed to the private sector for treatment. Collect daily cancelled operations forms from theatres and amend details on the waiting list. Rearrange admission if necessary, make follow up appointments or discharge as necessary. Record all attendances and outcomes on PAS. Where necessary discharge patients in accordance with consultants requests and update details on the computer systems. If patients cancel their appointments where appropriate discharge them, inform their GP's and send out written confirmation to the patient, thanking them for advising the Trust that they would not be attending, or no longer need treating. Make appropriate changes are made and written in full onto PAS and ensure the Patient Access policy is appropriately interpreted and applied incorrectly suspending or altering their Korner wait.

The post holder will be responsible for preparation of reports, performance dashboards and will work closely with managers in other departments such as finance, procurement, other corporate departments and clinical divisions. To provide an efficient administration and secretarial service to the Ward Manager, ensuring all work is prioritised according to the demands of the service. Managing own workload and acting on an independent basis as required by an experienced Administrator. There is a requirement for the role to be able to communicate with patients, rebook cancelled clinics, build clinics appropriate to staffing and liaise with waiting list managers, GPs and the wider MDT. Assisting the Ward Manager with administrative support in order to effectively manage a multi-disciplinary department. Provide technical support for rota management and engage in discussions regarding improvements and amendments. To manage rotas for Hickstead Department and Ensure that rotas are available 6 weeks in advance. Maintain Health Roster with all new starters, leavers and amendments to staff. Provide technical support for rota management and engage in discussions regarding improvements and amendments. Work closely with the Health Roster team to ensure the appropriate use of the system for ease of access and planning. Act as trainer for the Health Roster system, educating all grades of staff. The post holder will deal with enquiries from other ward staff regarding annual leave, Health Roster, off duty and other matters and ensure an effective and safe roster. Work with the Ward manager and Lead nurse to ensure that all leave requests comply with the relevant policy and that sufficient cover exists within the department. Managing the booking of all study and learning needs. Manage the administrative process for the recruitment of new ward staff. To work autonomously and provide and manage a complete secretarial/administration service, working independently and using own initiative, planning and prioritising the workload for each day. Assist the Ward Manager with the monitoring of staffing through the medical model, keeping accurate records of vacancies. Collating data for audit and statistical use. Constantly review working practices in the rota management and absence management and liaise with Ward Manager in order to identify where operational improvements can be made. To work closely with the bank office to inform of nursing requirements To analyse, investigate and resolve queries relating to rota management To have prime responsibility for the validation of rota and absence management data To attend meetings as required to take minutes of meeting, type and distribute as required. Manage the processing of correspondence; emails, letters and telephone calls, which may be confidential and/or sensitive in nature thereby requiring use of judgement and initiative. Draft correspondence on behalf of the Manager. Produce documentation and reports to professional standards at all times. Provide and receive information electronically, verbally or in writing which may be of a highly confidential, complex and/or sensitive nature and ensure this is communicated appropriately within and outside of the department and organisation.

You will need to be accurate and numerate and used to achieving and sustaining deadlines; whilst working with minimum supervision. This is a clerical job working within a warehouse environment preparing Health Records for outpatient appointments throughout the Trust which does involve the lifting of boxes containing medical case notes. Being able to follow strict Health Record guidelines is an important element to the job, as is adhering to Trust wide policies and procedures. An appreciation of the importance of confidentiality is paramount in this department due to the high level of patient information that is stored. If you are hardworking, have the ability to work to a high standard, are flexible and a good team player, then we would like to hear from you.

Ward Clerk -Band 2

At Croydon University Hospital, we are passionate and committed about getting it right for patients, their families and the staff caring for them.

In order to achieve this we are looking to appoint enthusiastic, motivated and dynamic Ward Clerk who is able to deliver seamless clerical and administrative responsibilities to our Rainbow Children's unit.

The role of the Ward Clerk requires efficiency, enthusiasm, attention to detail, excellent interpersonal skills, plus a friendly and approachable manner.

The Ward Clerk is usually the first point of contact so excellent communication and customer care skills are an essential part of welcoming visitors and patients enabling them to form a good first impression of the Unit.

Having the ability to multi-task and prioritize will certainly help you when working under pressure and dealing with the demands of the role. You would be responsible for a comprehensive range of clerical functions and duties therefore good IT skills and knowledge of administration processes would be beneficial and previous experience would be advantageous.

It requires a individual to be flexible, dynamic and a person who can work autonomously in order to suit the service needs of the ward



Adapt and use a range of IT systems to fulfil the role and to work without supervision as well as in a team. Discharge patients accordingly and update Cerner with the relevant details e.g. pass details to the Health Visitors, check red books, vouching online and collect discharge summaries from ward.

Retrieve, prepare, file and track patient records, manually and/or using HIM tracking. Answer enquiries on the telephone or in person and take appropriate action.
Meet, greet and direct visitors, patients and healthcare professionals when they arrive at the reception area.
Ensure and enforce visiting rules, hours and number of visitors are adhered to at all times.

Maintain the safety of the ward by monitoring and opening the main entrance door and ward entrances to visitors (via electronic buzzer), challenging visitors when necessary.
To keep up to date with the changing needs of the services, and any revised processes, policies and procedures of the Trust. Provide cover for other staff members within the admin team during times of need. Any other admin duties as commensurate with the role.

Croydon Health Services NHS Trust provide hospital and community services from a number of community and specialist clinics throughout Croydon. The Trust was formed on 1st August 2010 through the integration of Croydon Community Health Services and Mayday Healthcare NHS Trust. Around 4,100 staff provide services for a population of over 360,000 people who are relatively young with a high level of ethnic diversity.

Our main hospital site, Croydon University Hospital is one of the busiest in London. We’re also leading the way in providing more healthcare outside hospitals at clinics, specialist centres and in people’s homes. Our experienced district nursing teams, Allied Health Professionals and community matrons look after people of all ages across Croydon and our Children’s Hospital at Home cares for children with long-term conditions without them having to come to hospital.

Across the NHS everyone is working hard to meet growing demand and we’re no exception. But with the right people on board, we are rising to this challenge, putting our people in the driving seat, encouraging innovation and transforming our services to give local people the quality of care they deserve. Croydon Health Services puts a great deal of importance on education and training throughout the careers of all of our staff. As well as offering access to a range of core skills training and professional development.

******Please see the attached supporting document which contains more information about the role in job description and person specification.*******


This advert closes on Sunday 24 Mar 2024

** Please see the Job Description and the Person Specification for more details on the jobs responsibilities **