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 This is a substantive full-time admission officer in paediatric cardiac surgery. The Admissions Officer will lead on the tracking of pathways of patients. By working closely with a wide range of clinical and managerial staff, and providing high standard of administrative support, the post holder will ensure patients receive treatment as soon as possible and ensure national targets are met. The post holder will ensure theatre lists are fully utilised and scheduled in advance. The post holder is responsible for providing a high standard of professional and patient-focused service to a range of Trust-wide specialities and will support the function on a day-to-day operational basis. The post holder will be involved in any improvement work taking place within the admissions team ensuring projects are implemented. Main duties of the job An exciting opportunity has arisen to join the cardiovascular admissions team at Evelina London Children's Hospital. This is an exciting and challenging role within the Cardio-Respiratory Intensive Care directorate in which the post holder would have an opportunity to make a direct positive impact on patient experience within the Trust. The successful applicant will be responsible for the management of booking all inpatient admissions in line with the NHS 18 Week Patient Pathway and responding to patient queries via phone and email. The individual will be responsible for ensuring patients have had all the neccessary pre-operative appointments. The post holder must be IT literate and have the ability to navigate trust IT systems as well as monitor the utilisation of theatre lists and ensure they are fully utilised. The role requires the ability to liaise with all disciplines of staff i.e. Directorate Managers, Consultants, Nurses and administrative colleagues. The successful candidate will work well as part of a team, be professional and personable at all times, able to multi-task as well as being able to work under pressure. Candidates must be flexible to the needs of the service, attend meetings as and when necessary and have excellent communication skills. This is an opportunity join a great team and environment where you are enabled to develop. 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 Cardiology Services 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 The duties and responsibilities listed below are representative of the Admissions Officer/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 Operational • Monitor and review patient care and/or treatment progress using the Patient Tracking List in line with Trust and local policies. • To follow local policy and effectively manage inpatient pathways and Liaise with clinicians as appropriate. • To ensure accurate data input. • Identify from the Tracking List the next steps in the patient care pathway in line with clinical need (peer review). • Receive patient referrals and administer in line with timings and requirements as set out in Trust and National policies. • Co-ordinate and provide administrative support to the relevant teams to ensure that all the relevant paperwork and clinical information is available. • Update on all enquiries regarding patients’ care and/or treatment on a pathway from external Trusts and General Practitioners in a timely manner. • Develop an understanding of the milestones of the allocated pathway for patients within a designated group. • Attend relevant meetings and complete actions regarding the care of patients within the designated pathway. • Participate in national audits and collect data as required in relevant meetings, allowing the Trust to identify and improve treatment in patient cohorts. • Identify and suggest improvements that can be made to the patient care pathway and/or the patient pathway tracking process. • Monitor patients on their pathway and proactively find resolutions to improve the speed of treatment by working directly with clinicians and managers. • Action day-to-day issues, ensuring resolution and escalating serious issues to management as appropriate. • Escalate any issues and breaches of the Waiting Times standards to the relevant management in line with agreed escalation procedures. • Ensure the timely and efficient transfer of patients and information between trusts/other organisations involved in the patient pathway, adhering to agreed communication pathways and protocols. • Work within a multi-disciplinary team in developing the service in line with departmental plans and Trust corporate objectives. • Ensure that all health records are appropriately tracked and securely stored whilst in the department according to Health Records Policy. Person specification Qualifications/Skills Essential criteria Good general education with English and Maths to GCSE standard or equivalent Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or equivalent Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of healthcare administration Desirable criteria Evidence on training on RTT/PTL/Validation Evidence on training on EPIC and various IT system employed by the trust Skills/ Knowledge/ Ability Essential criteria Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel Advanced keyboard skills 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 verbal and written communication skills. Excellent command of English – both written and spoken Able to demonstrate excellent written English including grammar, punctuation and structuring written text Excellent communication skills, with the ability to: (i) relate to a diverse group of professional staff and Public (ii) communicate clearly in writing, face to face and on the phone, (iii) convey sensitive information in an appropriate manner (iv) communicate non-clinical advice to patients in a sensitive and tactful manner 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 Desirable criteria Experience working with EPIC Experience working with PTL Experience and Knowledge Essential criteria Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service Experience in a healthcare, hospitality or similar industry in a client/customer facing role Experience of dealing with members of the public Desirable criteria Experience working patient pathway coordination/Admission scheduling Knowledge of medical terminology Additional Information Essential criteria To be flexible in their approach to the work, according to priorities and changing organisational systems 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 This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service. Further details / informal visits contact Name Kiki Tse Job title Service Manager Email address [email protected]