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SalaryOur trust has around 10,000 staff serving 1.6 million patients. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers’ money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
Detailed job description and main responsibilities
PATIENT CO-ORDINATOR RESPONSIBILITIES :Assisting in managing patient correspondence initially prepared using Dictate IT and
filing all correspondence. Answering the telephone and dealing with enquiries from patients and families, GPs and other departments throughout the hospital and primary care. This includes
prioritising urgent calls from distressed patients and carers and ensuring and alerting clinical staff to provide a rapid response.
Assisting in liaising with other departments (including the Outpatients Appointment Centre for clinic appointments), wards and clinics. Assisting in arranging patients’ appointments in conjunction with the medical and
nursing staff and appropriate trust departments. Mail management including: collecting, opening and distributing paper mail within
the department - prioritising and actioning the mail, including departmental e-mail; and dispatching out-going post to the Post Room.
Managing the department’s generic email account – forwarding and disseminating correspondence as required. Administrative and secretarial support to the nurses and medical consultants for specific committee activities when requested. Assisting in booking follow up appointments and liaising with manager to enable necessary overbooking of clinics as and when requested by a clinician. Ensuring that clinic and Palliative Care MDT lists and other relevant documentation are printed in advance of clinic and MDT and given to the relevant clinician. Ensuring that notes are stored in a safe manner in compliance with Trust requirements.
Recording notification of patient deaths on Cerner
OFFICE ADMINISTRATION
Answering the telephone and maintaining a message-taking system for the team. This includes the taking and recording of referrals and using independent judgement as necessary.
Provide general departmental administration such as co-ordinating the team diary, arranging team business meetings,
Maintaining and developing filing systems relating to all aspects of the palliative care team’s work. Being a point of contact for security issues affecting the team’s office base. Assisting in keeping financial records, including petty cash, receipts for donations and all paper work relating to Royal Free Charity Grant and handling related correspondence.
I.T. COORDINATION: Trouble-shooting on a day-to-day basis and liaising with I.T. Help desk on behalf of the team as and when problems arise in I.T applications. Assisting and supporting the team in achieving consistent data entry by running appropriate validation checks and searches on database. This involves understanding the logic of the database.
basis. The AOS teams at Royal Free and Barnet receive increasing numbers of referrals and
calls and it is therefore difficult to provide the same level of service due to an increased amount of time needed for administrative duties.
Assisting with team audit projects, which includes administrative support, typing documents and performing some data analysis
The post-holder must undertake effective forward planning to ensure that the administrative needs of the service are met and must carry out a range of effective administration processes to support the delivery of high quality patient care. The post holder will also be required to provide Administrative support to the palliative care department.
Person specification
Royal Free World Class Values
Essential criteria
- Demonstrable ability to meet the Trust Values
Education and professional qualifications
Essential criteria
- English and Maths at GCSE level or equivalent
- Courses / further study attended to demonstrate evidence of personal development
Desirable criteria
- Diploma level qualification or equivalent experience
Experience
Essential criteria
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Experience of managing and prioritising own workload and working to deadlines
Desirable criteria
- Previous administrative and organisational experience
Covid-19 Vaccination
Getting vaccinated, and getting a booster, remains the best defence against COVID-19.
We encourage and support staff to get COVID-19 vaccine and a booster dose as and when they are eligible.- AT* - Apprenticeship Training. Where AT* is entered next to the job title indicates that this vacancy is for an apprenticeship role.
- By applying for this role, you accept if successful, that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers. Therefore we require you to complete your stat and Man e-learning modules prior to joining our organisation.
- If you are an EU/EEA citizen who does not have EU Settlement or Pre-Settled status, you will require a visa to work in the UK.
- Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system.
- If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk
- The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
- The Trust will request a DBS (CRB) if post involves regulated activities. The Trust is compliant with the Disclosure and Barring Service Codes of practice and the Rehabilitation of offenders act.
- By applying for this post you are agreeing to Royal Free London NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.
- Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.
Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
Please note:
- Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification
- Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.
- Interview arrangements will be communicated via email so please check your email regularly following the closing date.
