Total 30 Administrative / Clerical job vacancies in LUTON, LU4 0LU

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 patients3. 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 patientse) 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 forBereavement office and contact GP.h) To continually monitor IT systems throughout the working day for any changes in patients status.4. To support Ward staff in dealing with telephone enquiries5. 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.

The following are the core responsibilities of the medical secretary. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels: 1. Typing letters, reports and associated documentation as required 2. Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently 3. Manage all enquires in an effective manner 4. Scanning of patient related documentation and attaching scanned documents to patients healthcare records 5. Input data into the patients healthcare records as necessary 6. Process referrals using the electronic referral system 7. Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms 8. Process patient letter requests and invoice for private work accordingly 9. Answer incoming phone calls, transferring calls or dealing with the callers request appropriately 10. Manage all administrative queries as necessary 11.Support all clinical staff with general administrative tasks as requested 12. Support reception / administrative staff, providing cover during staff absences

The post holder will provide a strong support function to the patient pathway and will be an integral part of the team. They will contribute to the efficient management of the outpatient booking process adhering to the standard operating procedures. Where necessary, liaison will be required with GPs, Secretaries and Patients. Telephone calls relating to specific appointment queries will be part of the role and dealt with in a professional manner. Collect, open, date stamp and distribute mail to the appropriate staff. Daily delivery and pick up of referral letters to consultant offices Distribute referral letters to designated place in clinic clerks office. Register referrals onto IPM system ensuring all data is accurate at all times. Liaise with GP practices to maintain data quality of referrals entered onto IPM. Print packs for referrals letters in preparation for Evolve. Scan referrals directly into Evolve if the appointment booking is within 7 days. Manage referrals for review Work List on a daily basis ensuring that electronic referral attachments from GP practices are printed, dispatched and processed by individual Consultants, within 5 working days to raise any concerns with Supervisor. Assign referrals to Evolve system and raise any concerns with Supervisor Update 2ww log sheets following referral process Print header sheets for paper referrals

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

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 patients3. 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 patientse) 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 forBereavement office and contact GP.h) To continually monitor IT systems throughout the working day for any changes in patients status.4. To support Ward staff in dealing with telephone enquiries5. 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.

The post holder will provide a strong support function to the patient pathway and will be an integral part of the team. They will contribute to the efficient management of the outpatient booking process adhering to the standard operating procedures. Where necessary, liaison will be required with GPs, Secretaries and Patients. Telephone calls relating to specific appointment queries will be part of the role and dealt with in a professional manner. Collect, open, date stamp and distribute mail to the appropriate staff. Daily delivery and pick up of referral letters to consultant offices Distribute referral letters to designated place in clinic clerks office. Register referrals onto IPM system ensuring all data is accurate at all times. Liaise with GP practices to maintain data quality of referrals entered onto IPM. Print packs for referrals letters in preparation for Evolve. Scan referrals directly into Evolve if the appointment booking is within 7 days. Manage referrals for review Work List on a daily basis ensuring that electronic referral attachments from GP practices are printed, dispatched and processed by individual Consultants, within 5 working days to raise any concerns with Supervisor. Assign referrals to Evolve system and raise any concerns with Supervisor Update 2ww log sheets following referral process Print header sheets for paper referrals

To input data timely and accurately into cardiac and trust wide systems in line with directorate and trust requirements. Produce timely and accurate reports as required, ensuring confidentiality is maintained, to facilitate continuous evaluation of service and quality improvement. To use Cardiac Rehab databases for the booking of Cardiac Rehab outpatient clinics and posting patient letters/correspondence Respond appropriately when acting as the initial point of contact patients/ relatives and staff. Referring to Administrative / Clinical Team or Senior Leads as appropriate To use and develop effective communication tools, verbal and non-verbal to communicate with patients who may have barriers to understanding or communicating. For example patients with hearing, sight problems or cognitive problems. Ensure patient notes are maintained and filed in accordance with Trust policy and are available to clinicians when patients attend Cardiac Rehab Ensure all patient notes are secure and accessible in Cardiac Rehab Organises own workload effectively to facilitate the provision of a timely and efficient service. In conjunction with other team members is responsible for monitoring clerical equipment is properly used and maintained to prevent resource wastage. The post holder will develop self, contribute to the development of the knowledge and practice of others by undertaking an annual appraisal, and ensure all mandatory training is up to date. They will also be responsible for identifying any new areas for training that will benefit the department. Any other duties as required and appropriate to the level of this post.

Quality and Effectiveness To assist in the monitoring and reporting of clinical efficiency within the Cardiac Centre i.e. outpatient waiting times and local and national targets Make recommendations for any changes in practices and systems within sphere of responsibility, lead on their implementation in conjunction with the multidisciplinary team within the Cardiac Suite Contribute to service developments within the Cardiac Suite and assist the clinical team in implementing the Organisational responsibilities Organises own workload effectively to facilitate the provision of a timely and efficient service. Recognise and maintain involvement on patient experience data feedback. Reporting to Senior Nurses where appropriate In collaboration with other key staff in the division and directorate, maintain effective use of bed availability by timely and effective admission and discharge planning. Resource Management To assist the nursing team in liaison with the Bed Manager to assess inpatient bed availability for certain cardiac suite procedures and ensure that all relevant staff are aware of the bed management issues prior to the beginning of relevant cases, negotiating with all staff groups as necessary to ensure patient safety In conjunction with other senior team members responsible for ensuring clerical equipment is properly used and maintained. Responsible for ensuring clerical stock levels within the cardiac centre are well maintained. Responsible for ensuring that clerical supplies are used appropriately and resource wastage is prevented. Education and training Identify and undertake an individual personal development plan for self which will be supported with the annual appraisal process. Responsible for ensuring all individual mandatory training is up to date and identifying any new areas for training that will benefit the department.

If you would like to find out more information about this role, please see the attached job specification.

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

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, i.e., Hospital Number, follow-up appointment, movement of notes, and patient information. Updating IT systems for admission and discharge of patients3. 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 make/request follow up appointments for discharged patients.e) To file discharge episode in accordance with discharge filing notes.f) To support Ward staff in dealing with telephone enquiries. g)To sort and distribute mail, re-addressing discharged patients' mail.h)Report any faults/work required or faulty equipment to facilities help desk and clinical engineering.I) To support with the training of new members of staff.

Please read the full Job Description and Person Specification attached before applying for this role.

For detailed job description and personal specification please see documents attached to this advert

To greet patients correctly, using empathy and reassurance. Check patients in for appointments in the Imaging Department and direct to the appropriate imaging area. 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. 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. 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. To schedule appointments on CRIS (Radiology computer system) taking into account the patients 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. 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. 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. 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. 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. 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. 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. To respond to the Emergency Call system sited in office area and alert relevant professional staff. To maintain records for the department, including DNA, waiting lists, number of referrals and ad hoc audit information. 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. To operate a partial booking system as required.

The post holder will be responsible for providing a comprehensive medical secretarial service to the Consultant and the Consultants team. The medical secretary will be instrumental in the smooth running of the office and will need to work without supervision, using their initiative when dealing with enquiries that arise in the absence of the Consultant, to bring about a successful outcome. The post also demands the ability to communicate at all levels with patients, relatives, medical colleagues and allied health professionals and maintain a high standard of service to meet the needs of the patient. Please see Job Description for further information.