Total 3 job vacancies by Bedfordshire Hospitals NHS Foundation Trust

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

Whilst this position can be very demanding, the main duties will be reception with additional administrative duties.

Checking patients in at the main reception desk for imaging department, answering the phones.

Making Appointments for Imaging Department using the department and Hospital computer systems.

Liaising with professional staff to ensure that urgent patients are dealt with in acceptable time scales.

This position requires the successful candidate to be able to multitask and work under pressure at times.

To greet patients correctly, using empathy and reassurance. Check patients in for appointments in the Imaging Department and direct to the appropriate imaging area.





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. Travel between hospital sites may be required.

Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
1. To greet patients correctly, using empathy and reassurance. Check patients in for appointments in the Imaging Department and direct to the appropriate imaging area.
2. To deal sensitively and discreetly with patients’ queries both by telephone and when they attend the Department. Use specialised knowledge of various imaging modalities, to advise if patients need to change, offering assistance if required. To use flexible communication skills to overcome barriers to understanding as necessary. Refer to relevant professional staff if needed. To occasionally deal with patients when upset, distressed, or unwell. This may entail dealing with aggressive patients and their relatives.
3. To be able to assess the baseline requirements on an imaging request, such as correct patient and clinical information and the appropriateness of the request. To use initiative, guided by department protocols, in assessing any non-routine requests, being able to give basic clinical guidance where necessary.
4. To proactively oversee the length of wait for all patients, use appointment sessions to a maximum to ensure no waiting list breaches occur and highlight any potential problems with possible solutions to manager.
5. To schedule appointments on CRIS (Radiology computer system) taking into account the patient’s medical condition for example, diabetes, and forthcoming clinic appointments. Arrange associated details such as admission of patient for imaging procedures, book transport and translators. Check menstrual cycle dates for certain examinations. To provide straightforward clinical information to patients where necessary.
6. To arrange specialist sessions inclusive of private patients for the Radiologists. This will entail that information is available, beds arranged when required, room booked and relevant personnel informed. Ensure that an examination information sheet is sent to the ward per examination, to ensure that the correct patient preparation is undertaken e.g. bloods.
7. To liaise with wards, medical secretaries, outpatients, midwives and GP surgeries regarding patients and their appointments and deal with telephone queries from these sources. To be able to deal efficiently and in a timely fashion, with queries regarding patient appointments, procedures and results; investigating any delays. To be able to concentrate in a multi-task environment to deal with frequent, unpredictable interruptions of a complex nature.
8. To maintain the examination appointment diary incorporating, for example, service dates and professional staff annual leave to ensure that imaging room time is maximised. Control the Consultant Radiologists, Radiographer and Sonographer sessions re number of patients and type of examinations against agreed protocols.
9. To be familiar with and to use continuously the Imaging Department and ICE and IPM computer system to register patients, track files, make appointments and deal with records of patients who do not attend. Undertake day-to-day housekeeping inclusive of backup of the CRIS computer system. Use CMIS Maternity system for checking details of patients.
10. To identify and deal with patients who pay for their examinations and ensure that current procedures are adhered to, for example, private patients, overseas visitors, Category II patients. Collate and submit Cat II records on a regular basis.
11. To undertake general office duties, this will include overseeing stationary requirements for the administrative team, photocopying, and filing, maintaining and changing printer ribbons and keeping check of stock levels.
12. To respond to the Emergency Call system sited in office area and alert relevant professional staff.
13. To maintain records for the department, including DNA, waiting lists, number of referrals and ad hoc audit information.
14. To be familiar with the duties and provide cover for other members of the Clerical Imaging Directorate team when required to ensure that fully integrated office systems are maintained.
15. To operate a partial booking system as required.


This advert closes on Thursday 19 Sep 2024

We have an opportunity within the Cardiology department at the Luton & Dunstable Hospital where we are seeking to recruit an enthusiastic, motivated full time Medical Secretary to join a fast paced secretarial team on a secondment. You will work alongside the existing administrative team to provide comprehensive and efficient secretarial support to Consultant Cardiologists and other clinicians within the team.

Candidates should be flexible and adaptable in their approach and able to work as part of a team as well as on their own initiative. The role relies on attention to detail, good time management and a proactive work ethic. The successful candidate will be instrumental to the smooth running of the service and will be able to work independently when dealing with enquiries that arise in the absence of the Consultant, to bring about a successful outcome.

The successful candidate will need to be a highly motivated and flexible team player with excellent organisational skills. The ability to work under pressure and effectively prioritise their own workload is essential. You will be able to work as part of a busy and proactive team to achieve targets and cope with work based pressures.

Ideally the candidate will have previous administrative experience within the NHS and must be able to do audio typing.

The post holder will be responsible for providing a comprehensive and departmental secretarial service to consultants, specialist nurses and other clinicians within the team. The Secretary will be instrumental in the smooth running of the office and will work without supervision, using their initiative when dealing with enquiries that arise in the absence of clinicians, to bring about successful outcomes.

The post holder must be willing to support the service as whole, flexible to working with other Consultants within the Directorate when needed. The post demands the ability to communicate at all levels with patients, relatives, medical colleagues and allied health professionals and maintain a high standard of patient experience.

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. Travel between hospital sites may be required.

Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
1. Provide the focal point of communication for all medical, professional and allied health staff both within the Trust and with external organisations, using judgement to facilitate a successful outcome for all enquiries
2. Deal with concerned patients and relatives with tact, patience and discretion, especially when conveying sensitive information. Patient contact by telephone is an integral part of the departmental secretarial role, often to convey information, which can be difficult and distressing for patients to comprehend.
3. Manage own workload, following through queries and chasing progress in order to free up clinical time for clinicians and improve information and access for patients
4. Act independently to sort, distribute and prioritise incoming mail, including e-mail, using judgement, initiative and experience to prioritise and pass to clinicians or pass directly to other areas for action and information.
5. Liaise with and support the outpatient pathway coordinator with the booking process to ensure that appointments and clinics are managed efficiently to meet service demands.
6. Be responsible for ensuring that patient pathways progress in a timely manner in order to meet required target dates in conjunction with the pathway co-ordinator.
1. Manage and communicate clinic changes including setting up additional clinics, changing, moving or cancelling clinics depending on clinician availability and/or service need.
2. Have an overview of all absences to identify sufficient clinic cover and capacity utilisation. Conduct a monthly forward look review with clinicians to ensure that all availability is accurate and any changes are acted upon in a timely manner.
3. Support the 18 week patient pathway by providing timely information to the medical 18 week team on a weekly basis on all tiers, 1, 2 and 3 as requested. This will involve the typing of outstanding letters on Big Hand, chasing approvals, chasing results/test/investigations and ensuring clinician’s action to enable 18 week query to be reported on.
4. Have an overview of timescales for best practice tariffs to ensure that all patients receive timely appointments.
5. Maintain electronic diaries for the team, make appointments, plan and organise arrangements within the office. This will necessitate the post holder being able to prioritise.
6. Ensure all correspondence for clinicians including clinical letters*, medico-legal reports, results, meeting minutes, IPRs are typed and dispatched promptly.

*The post-holder will be required to support the medical transcription team by typing clinic letters for an agreed number of hours each week. During periods of high demand, secretaries will type departmental letters highlighted by clinicians as urgent.
1. Departmental secretaries will ensure that all actions are completed in a timely manner and typed letters are printed and dispatched promptly.
2. To print off all inpatient urgent referrals from ICE and ensure that clinicians are aware the day they are received and that they are actioned and reported on the same day
3. Access systems for eReferrals and Advice and Guidance and liaise with the Outpatient Department to ensure that referrals are triaged and queries are answered by a Consultant in a timely manner.
4. At the request of clinicians arrange any procedures required.
5. Scan documents to Evolve as necessary.
6. Undertake audit work as required. g. collection, checking and interpretation of statistical data and departmental information where appropriate. This includes the maintenance of databases and provide reports from these as required
7. Order and maintain non stock equipment and stationery for the office.
8. Organise and support regular/ad hoc meetings including business, clinical, educational and patient support group meetings. This will involve arranging the venue, equipment and catering and taking minutes if required. Occasionally meetings will be out of normal working hours (e.g. Joint Cardiology Cardiothoracic MDT meeting).
9. Implement policies for own area/office/department.
10. Ensure that the administration function within the department is appropriately staffed at all times to ensure the smooth running of the department.
11. Support senior staff with recruitment efforts within the Cardiology department. This may include liaising with recruitment, preparing paperwork. Booking interview rooms, ensuring facilities are available to support any presentations/tests which form part of the interview process and acting as a runner on the day.
12. Induct/train new departmental staff, including taking all new starters through the local induction booklet, arranging security badges, car parking, IT training etc. Advise junior staff of work pattern and inform regarding departmental policies/procedures.
13. Ensure that the departmental webpage and intranet page are kept up to date.
14. Carry out any reasonable work requests to meet the needs of the service


This advert closes on Monday 1 Apr 2024