Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services. Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital. Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions. Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients. In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research. We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit. Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’. The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients. We have one of the most ambitious capital investment programmes anywhere in the NHS. Job overview The Department of Paediatric Intensive Care and South Thames Retrieval Service is seeking to an Administrative Officer to provide a high-quality administrative support service to our specialist paediatric intensive care transport service. The South Thames Retrieval Service covers the South Thames region to support care of critically ill children in district general hospitals. The post holder will work within the paediatric intensive care transport service and will be a central role in the daily running of this service. The post holder will provide a broad range of support activities to ongoing and fixed term projects within the department and will ensure the smooth running of the office and effective internal and external liaison to contribute to the successful running of the office as a whole. With primary responsibility for receiving and logging emergency telephone calls from referring district general hospitals via a multi-line telephone service. The role will require the individual to interact with a multidisciplinary team in a very busy office environment, dealing with highly complex and sensitive issues, often requiring appropriate judgements to be made under minimal supervision. Main duties of the job The duties and responsibilities listed below are representative of the Patient Pathway Coordinator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative and managerial duties and responsibilities commensurate with the level of the post, to support the smooth running of the department. Working for our organisation Evelina London Women and Children's Healthcare is part of Guy's and St Thomas' NHS Foundation Trust. We provide comprehensive health services from before birth, throughout childhood and into adult life. Our community services care for children and families in Lambeth and Southwark. Our hospitals not only care for local families but also provide an extensive range of specialist services for children with rare and complex conditions from all over the United Kingdom and Internationally. The Evelina London Women’s and Children’s Clinical Group includes: - Children’s community services - Children’s medicine and neonatology - Children’s Theatres, Surgery and Anaesthesia - Women’s services, including maternity - Children’s cardio-respiratory and intensive care Paediatric Intensive Care Services and South Thames Retrieval Service sit within the Children’s Cardio-Respiratory and Intensive Care (CRIC) directorate and are a joint service across Royal Brompton and Harefield Hospitals and Evelina London Children’s Hospital. As such it is a requirement of your employment that the post-holder is prepared to work at any additional or different location owned or served by the Trust, either on an on-going or temporary basis according to the demands of the service. Detailed job description and main responsibilities Administrate Support • To follow the standard operating guidance in relation to the referral process when handling a referral call. • To accurate documentation and recording of referrals / messages. Ensure all information is forwarded appropriately to the relevant team member within the required timeframe. • To ensure accurate contact information is maintained in relation to the clinical team members and that this information is updated as necessary and handed over to on coming shift admin team member. • Responsible for processing retrieval record and discharge summary, and the distribution to relevant parties • To ensure close collaboration with other services, such as other paediatric intensive care transport teams and hospitals in order to update records of intensive care bed availability as required. • To maintain and prioritise the service’s administrative tasks under the direction of the Service Manager and clinical lead in order to support the workload of the specialist team. • To accurate word processing including use of computer skills to maintain the intensive care transport database. • To maintain an accurate and retrievable filing system (which is already established) of any required paper records or databases & ensure patient referrals and transport forms are filed correctly and recorded accurately on the intensive care transport database. • Assist the team in producing activity reports using various resources and databases • Assist the team to undertake audits of the service as requested/required by the Service Manager and clinical lead. • To conduct data validation on current and historical retrieval activity • To provide a comprehensive and efficient administrative service • To organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions. • Prepare and produce reports / spreadsheets, presentations and other documents as requested using the format required by the team. • Manage incoming and outgoing correspondence including email, acknowledgement of letters, including the collection of post. • Take responsibility for the ordering of office supplies and the maintenance of office equipment for the department Information Management • To follow the standard operating guidance in relation to the referral process when handling a referral call • Accurate documentation and recording of telephone referrals / messages. Ensure all information is forwarded appropriately to the relevant team member within the required timeframe. • Ensure accurate contact information is maintained in relation to the clinical team members and that this information is updated as necessary. • To be aware of team position and the importance of tracking journey progress (situational awareness), ensuring smooth, efficient and professional communication at all times. • Efficient conference calling is paramount to the service, ensuring smooth communication throughout the retrieval process • Ensure close collaboration with other services, such as other paediatric intensive care transport teams and hospitals in order to update records of intensive care bed availability as required. • Maintain effective information management systems, including databases and filing systems, ensuring both accessibility and confidentiality • Responsible for adapting and maintaining information systems, comprising both paper-based and computerised documents ensuring accessibility and confidentiality of information. To include the use of databases. • Undertake data entry where necessary. • Implements departmental policies within own work area, proposes changes to working practices as a result of new guidelines or legislation e.g. ensures Data Protection legislation is adhered to Person specification Qualifications/Education Essential criteria Educated to A Level or equivalent. NVQ Level 3 in Business and Administration or equivalent experience. Excellent and proven level of computer literacy, including comprehensive knowledge of Microsoft Office software (incl. Microsoft Word and Excel) Desirable criteria Educated to degree level or equivalent experience qualifications IT package qualification/training, e.g. European Computer Driving Licence (ECDL) Previous Experience Essential criteria Significant experience of working in an administrative role within the NHS. Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service. Previous demonstrable experience of data collection and producing reports Significant proven experience of delivering to high standards in a fast-paced high-volume customer care environment. Ability to deal with a range of issues independently and efficiently Experience of working with confidential documents and information. Skills/Knowledge/Abilities Essential criteria High level of IT competence including word processing, keyboard skills, presentation packages, spreadsheets and specialised IT systems. Minimum 55+ wpm typing speed. Ability to work as part of a team as well as using own initiative. Excellent organisational skills and attention to detail. Confidence in making decisions when dealing with competing priorities. Excellent command of English – both written and spoken. Able to demonstrate excellent written English including grammar, punctuation and structuring written text. Ability to work methodically in a busy environment and meet deadlines Ability to develop and maintain good working relationships with all levels of staff Ability to handle confidential and sensitive information appropriately Ability to prepare reports (written and data) using a variety of software packages and present in an easy-to-read format Desirable criteria knowledge of medical terminology Understanding of governance processes Additional Information Essential criteria To be flexible in their approach to the work, according to priorities and changing organisational systems. Ability to carry out the physical requirements of the post, with any reasonable adjustments under the DDA. Punctual Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. Flexible working We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process. Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Please apply for this post by clicking "Apply Online Now." Applicant requirements The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. Further details / informal visits contact Name Kiki TSE Job title Service Manager Email address [email protected] Telephone number 020 7188 5186