The team at CCGS comprises consultant urological, plastic and gynaecological surgeons leading a multidisciplinary team of Nurse Specialists, Pelvic Floor Physiotherapists, Dieticians, Psychologists, Anaesthetists and Endocrinologists. The service is supported by a Junior Service Manager, Deputy General Manager covering Gender Health and three patient pathway coordinators, who will be the first point of contact for service users and will provide administrative support to the clinical team.
The role is pivotal, providing all necessary administrative support to the Gender Affirmation Surgery (GAS) service. The post holder provides high level, confidential support, on a wide range of matters. The post holder ensures the interests of the Trust are represented in a professional manner, and is a suitable ambassador at all times.
We are looking for a high performing and enthusiastic individual to support our service providing surgical treatment for patients with gender dysphoria. If you thrive on a challenge and enjoy working in a busy and demanding environment this could be your opportunity to make a real difference to our local community, keeping the patient at the centre of everything that we do.
The post holder will provide a comprehensive patient focused administrative service and secretarial support, on a day-to-day basis to a multi-disciplinary team. The successful candidate must be able to work both autonomously and as a member of the team and be able to undertake a wide range of administrative duties. You will need to be able to demonstrate excellent listening and communication skills, be organised, adaptable and flexible approach.
Applicants should have proven experience of working in a similar administrative post.
Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children’s services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.
We are committed to equal opportunities and believe that diversity drives innovation and excellence. As part of our dedication to equity, we actively welcome applications from individuals from the global majority, veterans and underrepresented communities. We value the unique perspectives and experiences that diverse teams bring and are committed to creating an environment where all voices are heard, respected, and empowered to succeed."
If you haven’t heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.
Some roles may require weekend shifts at multiple sites.
Job responsibilities
To work closely with the NHS Gender Dysphoria National Referral Support Service (GDNRSS) which processes referrals for specialised gender surgery for people over the age of 17 in England, Scotland, Wales and Northern Ireland.
To liaise with the surgical team to schedule operations for patients undergoing gender affirmation surgery, ensuring that all admissions are arranged in accordance with the Trust access policy.
When scheduling patients for surgery, to offer them a choice of date and ensuring that all offered dates are reasonable and recorded on Cerner.
To liaise closely with surgical and theatre teams to ensure that theatre lists are booked appropriately; regularly reviewing future lists to keep unused theatre time to a minimum.
Where a patient requires transport or an interpreter, ensure that arrangements are made for these to be booked.
Respond to queries from patients who wish to change the date of their operation
Liaise with the pre-assessment department to ensure that patients have a pre-operative assessment booked prior to surgery
Liaise with Theatres to ensure that any patients who are cancelled on the day of surgery are rebooked appropriately.
General Administrative Duties
To work with the Junior Service Manager to provide high quality, effective admin support to the clinical team.
To receive all patients and other visitors into the department in a professional, polite and friendly manner.
Provide management of a shared GAS email inbox for the purposes of external professional enquiries from other services within the Trust and externally and direct queries appropriately according to agreed protocols.
Support the weekly GAS MDT, collating the patient list and updating patient records following discussion.
Ensure letters and reports are turned around in a reasonable timeframe in line with Trust standards.
Ensure relevant standards for confidentiality and information governance are followed at all times.
Undertake other administration and reception duties at the discretion of the Junior Service Manager.
To participate in identifying any processes which will improve the service, and to ensure continuous improvement.
Contribute to the development of the GAS service, for example by being involved in multi-disciplinary audit/development groups, including audits of clinical activity as required.
To ensure that all aspects of the booking service are timely, effective, responsive and patient focused.
To support facilitation of department meetings including sending invites, facilitating video consultations and taking and distributing meeting minutes.
To undertake administrative work for a defined team of clinicians working in the GAS service which will include transcription and electronic sending of letters where necessary to patients, GPs and other professionals, as well as the scanning of relevant patient information onto clinical systems.
Further details can be found in the Job Description.
