Job summary An exciting opportunity has arisen for a proactive, motivated and highly skilled candidate to take on the role of Department Co-ordinator to the Kings Haematology Service. The ideal candidates will possess excellent organisational, interpersonal, communication and problem solving skills. The post holder will work closely with the service leadership team as well as a wide range of stakeholders. Main duties of the job The post holder will be responsible for providing consistent and professional administrative and clerical support to the Care Group Triumvirate (General Manager, Clinical Director, and Head of Nursing) and the Senior Management team. This role has a variety of ad hoc demands and so the post holder will possess excellent time management and planning skills. This post will also require flexibility and a high degree of organisational skills. The post holder will play a pivotal role in supporting Haematology in attainment of service key performance indicators (KPIs). The post holder will also hold a key role in the collation and dissemination of information both within the service and externally. They will organise meetings, ensure accurate record keeping, action logs and updates. The post holder will work independently and follow the policies and procedures of the Care Group/Trust. The post holder will be expected to use their own initiative while working at the direction of their line manager and senior colleagues and keeping them informed of progress. About us King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley. King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible. The trust-wide strategy Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King's to another level Date posted 11 March 2025 Pay scheme Agenda for change Band Band 5 Salary £35,964 to £43,780 a year per annum including HCA Contract Permanent Working pattern Full-time Reference number 213-CAX-7068363 Job locations King's College Hospital Denmark Hill London SE5 9RS Job description Job responsibilities Service Coordination: To coordinate and organise the Senior Management team within Haematology ensuring diary commitments are met To support the Clinical and Operational Management Team in developing and implementing policies and procedures designed to improve the service where applicable To adopt and promote a culture of collaborative and cohesive teamwork within the Care Group To monitor and maintain quality standards and initiate good office practices In the absence of the Haematology Operational Management Team, to deputise and liaise directly with the Haematology teams to support and act as a point of contact for the service To facilitate and co-ordinate non-medical recruitment within the service Communication & Information Resources: (including Governance) To lead on the administration of meetings within the service (including governance, departmental and subspecialty meetings), taking minutes, maintaining/updating action logs and disseminating information to the relevant parties. Take a proactive approach in planning and organising meetings, conferences and events. To be actively involved in maintaining administrative systems, including networked information, electronic messaging To be actively involved in preparation of data, presentations and reports using appropriate software packages including POWERPOINT and EXCEL as required Typing of general correspondence and reports Proactive diary management To promote the role and use of information within the Unit/Dept/Care Group responsible for downloading reports to validate To have overall responsibility for managing, maintaining and developing the departmental filing systems (paper and electronic) To maintain confidentiality and handle sensitive data appropriately and in line with Trust Policy. Financial Management: To raise purchase orders for the Haematology Care Group To be responsible for ordering all non-clinical supplies (e.g. stationary) and items of office equipment as necessary by liaising with senior operational team to ensure spends are within the budget To manage Oracle invoices To recoup income where required (e.g. prescription charges) To support the service in the delivery of cost improvement plans. Data Management: To be responsible for ensuring that systems and guidelines are in place to guarantee the timely and accurate recording and input of activity data To support the Management Teams in maintaining compliance with inputting data correctly, in a timely manner to support the service in attaining KPIs (e.g. workforce metrics and complaints response metrics) To ensure that all data and information remains confidential and protected To lead on maintaining up to date, complete and accurate data to support business planning, data compliance, clinical audit and research purposes In partnership with the lead clinicians and service management undertake regular analysis of the data for the various clinical teams, providing routine reports with content as required/agreed by clinical groups involved and to produce other data reports when requested To undertake specific work to identify and understand data quality weaknesses and to work with clinicians and the audit teams to put in place mechanisms to improve and monitor these areas In partnership with the lead clinicians, performance and operational teams, to regularly update policies relating to data collection responsibilities of the various clinical and non-clinical teams and ensure that staff have full awareness and understanding of their data recording / data entry responsibilities Service Development: To be actively involved in, service developments with all members of the team, ensuring quality standards are adhered to To be actively involved in any service meetings with clinical and management colleagues to review the existing workload and schedules To participate in regular team reviews to ensure appropriate and efficient use of resources within the departments To be actively involved in departmental cover during busy periods, sickness and annual leave when there is an imbalance of workload To be aware of the need for change in current office practice and to improve service provision through personal development Personal Development: To participate in the Trusts performance review scheme including LEAP and appraisals To complete and update a personal development plan To attend appropriate courses in order to maintain skill levels To attend mandatory training in accordance with Trust policy Other Duties: To undertake any other duties requested as appropriate to the role and banding. Job description Job responsibilities Service Coordination: To coordinate and organise the Senior Management team within Haematology ensuring diary commitments are met To support the Clinical and Operational Management Team in developing and implementing policies and procedures designed to improve the service where applicable To adopt and promote a culture of collaborative and cohesive teamwork within the Care Group To monitor and maintain quality standards and initiate good office practices In the absence of the Haematology Operational Management Team, to deputise and liaise directly with the Haematology teams to support and act as a point of contact for the service To facilitate and co-ordinate non-medical recruitment within the service Communication & Information Resources: (including Governance) To lead on the administration of meetings within the service (including governance, departmental and subspecialty meetings), taking minutes, maintaining/updating action logs and disseminating information to the relevant parties. Take a proactive approach in planning and organising meetings, conferences and events. To be actively involved in maintaining administrative systems, including networked information, electronic messaging To be actively involved in preparation of data, presentations and reports using appropriate software packages including POWERPOINT and EXCEL as required Typing of general correspondence and reports Proactive diary management To promote the role and use of information within the Unit/Dept/Care Group responsible for downloading reports to validate To have overall responsibility for managing, maintaining and developing the departmental filing systems (paper and electronic) To maintain confidentiality and handle sensitive data appropriately and in line with Trust Policy. Financial Management: To raise purchase orders for the Haematology Care Group To be responsible for ordering all non-clinical supplies (e.g. stationary) and items of office equipment as necessary by liaising with senior operational team to ensure spends are within the budget To manage Oracle invoices To recoup income where required (e.g. prescription charges) To support the service in the delivery of cost improvement plans. Data Management: To be responsible for ensuring that systems and guidelines are in place to guarantee the timely and accurate recording and input of activity data To support the Management Teams in maintaining compliance with inputting data correctly, in a timely manner to support the service in attaining KPIs (e.g. workforce metrics and complaints response metrics) To ensure that all data and information remains confidential and protected To lead on maintaining up to date, complete and accurate data to support business planning, data compliance, clinical audit and research purposes In partnership with the lead clinicians and service management undertake regular analysis of the data for the various clinical teams, providing routine reports with content as required/agreed by clinical groups involved and to produce other data reports when requested To undertake specific work to identify and understand data quality weaknesses and to work with clinicians and the audit teams to put in place mechanisms to improve and monitor these areas In partnership with the lead clinicians, performance and operational teams, to regularly update policies relating to data collection responsibilities of the various clinical and non-clinical teams and ensure that staff have full awareness and understanding of their data recording / data entry responsibilities Service Development: To be actively involved in, service developments with all members of the team, ensuring quality standards are adhered to To be actively involved in any service meetings with clinical and management colleagues to review the existing workload and schedules To participate in regular team reviews to ensure appropriate and efficient use of resources within the departments To be actively involved in departmental cover during busy periods, sickness and annual leave when there is an imbalance of workload To be aware of the need for change in current office practice and to improve service provision through personal development Personal Development: To participate in the Trusts performance review scheme including LEAP and appraisals To complete and update a personal development plan To attend appropriate courses in order to maintain skill levels To attend mandatory training in accordance with Trust policy Other Duties: To undertake any other duties requested as appropriate to the role and banding. Person Specification Person Specification Essential Ability to work effectively using own initiative as well working as part of a team Able to maintain confidentiality and handle sensitive information Good level of IT skills. ECDL or proven equivalent experience in MS Office, Email and Internet browsers Desirable Previous experience in NHS or other Health Care setting Skills Essential Educated to GCSE level or equivalent, with Grade C or above in English Good problem solving skills with excellent numeracy and analytical skills Person Specification Person Specification Essential Ability to work effectively using own initiative as well working as part of a team Able to maintain confidentiality and handle sensitive information Good level of IT skills. ECDL or proven equivalent experience in MS Office, Email and Internet browsers Desirable Previous experience in NHS or other Health Care setting Skills Essential Educated to GCSE level or equivalent, with Grade C or above in English Good problem solving skills with excellent numeracy and analytical skills Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name King's College Hospital NHS Foundation Trust Address King's College Hospital Denmark Hill London SE5 9RS Employer's website https://www.kch.nhs.uk/ (Opens in a new tab)