# Paediatric Ward Administrator > NHS job listing from Job Clerk for King's College Hospital NHS Foundation Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/paediatric-ward-administrator/8bb9b200-3d03-4de4-a16a-156e73dc7a0a - **Markdown:** https://www.jobclerk.com/job/paediatric-ward-administrator/8bb9b200-3d03-4de4-a16a-156e73dc7a0a.md ## Summary - **Status:** Live - **Employer:** King's College Hospital NHS Foundation Trust - **Town:** London - **Region:** London - **Country:** England - **Profession:** Administrative and IT - **Grade:** Band 3 - **Salary:** £31,554 - £33,270 per annum inc HCA's - **Contract type:** Permanent - **Employment type:** Full time - 37.5 hours per week (9am-5pm, 8:30am-4:30pm) - **Closing date:** 2026-07-19T23:59:00.000Z - **Posted:** 2026-07-03T08:52:09.912Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/London/London/Kings_College_Hospital_NHS_Foundation_Trust/Childrens_Outpatient/Childrens_Outpatient-v8129372 - **Application URL:** https://apps.trac.jobs/job-advert/8129372?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.kch.nhs.uk ## Job Content ### Job overview We are seeking a highly organised, compassionate, and proactive Paediatric Ward Administrator to join our dedicated children’s healthcare team. This is an exciting opportunity for an experienced administrator who is passionate about supporting high-quality patient care within a busy and rewarding paediatric ward environment. As the first point of contact for patients, families, clinical staff, and visitors, the successful candidate will play a vital role in ensuring the smooth and efficient operation of the ward. The Paediatric Ward Administrator will provide comprehensive administrative and clerical support to the multidisciplinary team, helping to maintain accurate records, coordinate communication, and support the delivery of exceptional care to children and young people. ### Main duties of the job To provide an efficient receptionist service to all visitors attending the Department/Clinic and maintain a sensitive friendly approach, plus other non-facing administrative tasks to support delivery of patient care. DUTIES AND RESPONSIBILITIES - To welcome and receive all patients and visitors attending, - Taking appropriate details and ensuring details are correct within Epic. - To give general advice about the services, where to refer and how to access services to both patients and health care professionals. - Make appointments, and ensuring the appointment outcomes are captured within Epic. - To make, cancel or rebook appointments for specialist nurses and consultants within the Epic system. - To organise additional services for patients as required, such as interpreters and transport ### Detailed job description and main responsibilities Clinic Flow Management - Track patient movements and add activities to be completed during visit on to Epic. - Use secure chat to communicate with clinicians and wider team during clinic. - Liaise with clinicians and wider MDT team to ensure smooth running of clinic. - View Waiting list which is automatically created as part of order placement by clinician. - Review End of Day Report to identify any unsigned visits and escalate to Service Manager for completion. - Monitor rejected referrals work queue and action rejected referrals. Follow up appointment booking - Use dedicated scheduling work queues in Epic use filters to personalise and data will be refreshed dynamically as demand and activity fluctuate. - Use work queues for scheduling and multiple work queues exist in Epic to guide scheduling e.g. new appointments, cancel and rebook, DNA new rebook. Partial Booking - Contact patient to agree appointment while checking patient details in work queue. - Use MyChart functionality to enable patient to book date and time of appointment based on WL trigger. - Agree appointment with patient in line with access policy and add comments pertinent to appointment scheduling/pt care. - View appointment slots based on triage decisions inline with Epic clinic code structure which allows mix of appointment types and modes. Communicating appointment details to patient - Manage appointment communication via SMS confirmation and reminders centrally as part of clinic code set up. - Manage all letters which will be automatically batch printed via digital printer once a day. - Insert optional smart text where specific instructions needed for patients. - Use work queues to action patient initiated cancellations and change requests via SMS or MyChart. Coordinating Patient Care - PTL monitoring / updating / escalating where patient pathway issues are identified if not within their scope to resolve. - Responsible for booking of patient’s appointments, diagnostics and inpatient stays, throughout their patient pathway. - Corresponding with patients, practices and internal staff. - Conduct reminder calls to patients, rearranging appointments where necessary in-order to prevent non-attendances. - Management of patient correspondence via text reminder services. - Responsible for checking all patients are accurately recorded on the waiting list on the Epic system and escalate where issues are identified to the appropriate team member. - Responsible for accessing appointment booking systems for all routine pre-operative assessments, diagnostics and their associated outcomes. - Responsible for checking orders list on Epic system daily ensuring appointments are made within the required timescales, appropriately escalating if required. - Sending correspondence to patients, GPs, or others involved in the care of a patient, in a timely manner. - Process and register referrals, booking outpatient appointments within Epic. - To book interpreters as required. - Collate required patient information at the request of clinical teams. Supporting Clinical Teams - Management of clinical staff inboxes and flagging of high priority correspondence. - Management of virtual clinics, where applicable. - Monitoring of ‘InBasket’ function for internal correspondence. - Monitoring relevant work queues relating to the service. - Coordinating of clinic template amendment / cancellation forms. - Booking patients in line with clinical diaries as per local processes. - Attendance at meetings when required. Data Management, Data Quality and Systems Responsibilities - Input and access information on Epic as required. - Ability to use Epic accurately, inputting data and editing entries as required. - Ensure the timely input of data onto management systems (Medicus, PICANet and Metavision). - To ensure that the PICANet dashboard is maintained and up to date. - Ensure patient demographics are correct by checking with the patient at every encounter, highlighting any duplicate records and escalating to the supervisor. - Supporting patients to successfully register on MyChart App, and signpost them to existing Helpdesk for issue. - Supporting data quality workstreams and work-queues where appropriate. ## Job Details We are seeking a highly organised, compassionate, and proactive Paediatric Ward Administrator to join our dedicated children’s healthcare team. This is an exciting opportunity for an experienced administrator who is passionate about supporting high-quality patient care within a busy and rewarding paediatric ward environment. As the first point of contact for patients, families, clinical staff, and visitors, the successful candidate will play a vital role in ensuring the smooth and efficient operation of the ward. The Paediatric Ward Administrator will provide comprehensive administrative and clerical support to the multidisciplinary team, helping to maintain accurate records, coordinate communication, and support the delivery of exceptional care to children and young people. ## Job Description To provide an efficient receptionist service to all visitors attending the Department/Clinic and maintain a sensitive friendly approach, plus other non-facing administrative tasks to support delivery of patient care. DUTIES AND RESPONSIBILITIES To welcome and receive all patients and visitors attending, Taking appropriate details and ensuring details are correct within Epic. To give general advice about the services, where to refer and how to access services to both patients and health care professionals. Make appointments, and ensuring the appointment outcomes are captured within Epic. To make, cancel or rebook appointments for specialist nurses and consultants within the Epic system. To organise additional services for patients as required, such as interpreters and transport ## Responsibilities Clinic Flow Management Track patient movements and add activities to be completed during visit on to Epic. Use secure chat to communicate with clinicians and wider team during clinic. Liaise with clinicians and wider MDT team to ensure smooth running of clinic. View Waiting list which is automatically created as part of order placement by clinician. Review End of Day Report to identify any unsigned visits and escalate to Service Manager for completion. Monitor rejected referrals work queue and action rejected referrals. Follow up appointment booking Use dedicated scheduling work queues in Epic use filters to personalise and data will be refreshed dynamically as demand and activity fluctuate. Use work queues for scheduling and multiple work queues exist in Epic to guide scheduling e.g. new appointments, cancel and rebook, DNA new rebook. Partial Booking Contact patient to agree appointment while checking patient details in work queue. Use MyChart functionality to enable patient to book date and time of appointment based on WL trigger. Agree appointment with patient in line with access policy and add comments pertinent to appointment scheduling/pt care. View appointment slots based on triage decisions inline with Epic clinic code structure which allows mix of appointment types and modes. Communicating appointment details to patient Manage appointment communication via SMS confirmation and reminders centrally as part of clinic code set up. Manage all letters which will be automatically batch printed via digital printer once a day. Insert optional smart text where specific instructions needed for patients. Use work queues to action patient initiated cancellations and change requests via SMS or MyChart. Coordinating Patient Care PTL monitoring / updating / escalating where patient pathway issues are identified if not within their scope to resolve. Responsible for booking of patient’s appointments, diagnostics and inpatient stays, throughout their patient pathway. Corresponding with patients, practices and internal staff. Conduct reminder calls to patients, rearranging appointments where necessary in-order to prevent non-attendances. Management of patient correspondence via text reminder services. Responsible for checking all patients are accurately recorded on the waiting list on the Epic system and escalate where issues are identified to the appropriate team member. Responsible for accessing appointment booking systems for all routine pre-operative assessments, diagnostics and their associated outcomes. Responsible for checking orders list on Epic system daily ensuring appointments are made within the required timescales, appropriately escalating if required. Sending correspondence to patients, GPs, or others involved in the care of a patient, in a timely manner. Process and register referrals, booking outpatient appointments within Epic. To book interpreters as required. Collate required patient information at the request of clinical teams. Supporting Clinical Teams Management of clinical staff inboxes and flagging of high priority correspondence. Management of virtual clinics, where applicable. Monitoring of ‘InBasket’ function for internal correspondence. Monitoring relevant work queues relating to the service. Coordinating of clinic template amendment / cancellation forms. Booking patients in line with clinical diaries as per local processes. Attendance at meetings when required. Data Management, Data Quality and Systems Responsibilities Input and access information on Epic as required. Ability to use Epic accurately, inputting data and editing entries as required. Ensure the timely input of data onto management systems (Medicus, PICANet and Metavision). To ensure that the PICANet dashboard is maintained and up to date. Ensure patient demographics are correct by checking with the patient at every encounter, highlighting any duplicate records and escalating to the supervisor. Supporting patients to successfully register on MyChart App, and signpost them to existing Helpdesk for issue. Supporting data quality workstreams and work-queues where appropriate. ## Person Specification ### Skills and Competencies **Essential** - Ability to organise and prioritise own workload to meet deadlines/targets - Ability to work as part of a multidisciplinary team (Team Player) **Desirable** - Experience of working in a customer focused environment - Flexibility to organise and respond quickly to changes. ### Knowledge and Experience **Essential** - Attention to Detail and strong organisation skills - Excellent communication and Interpersonal Skills **Desirable** - Ability to multitask and work in a fast-paced healthcare environment. - Experience of working in a customer focused environment. - Proficiency in Epic ## Documents - [band 3 jd (pdf, 336.4kb)](https://www.healthjobsuk.com/documents?vdoc=10426533) - [denmark hill site map (pdf, 1.2mb)](https://www.healthjobsuk.com/documents?edoc=606) - [agenda for change salary 26-27 (pdf, 44.7kb)](https://www.healthjobsuk.com/documents?edoc=3032) - [visa and sponsorship information (pdf, 344.6kb)](https://www.healthjobsuk.com/documents?edoc=2817) ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.