Administrator and Bookings Co-ordinator Apprenticeship

This role is an integral part of the Nuclear Medicine and PET/CT Department, coordinating administrative duties such as scheduling, patient communication, reception and clerical support. You will ensure appointments are managed efficiently to support patient pathways, oversee retrieval of imaging and reports from external Trusts, and provide reception cover at Chelsea. The post holder will also handle enquiries from patients, carers and staff, and work closely with colleagues across Nuclear Medicine, PET/CT, Diagnostic Imaging, consultants and other health services across the Trust.

Manage Nuclear Medicine and PET/CT referrals, scheduling appointments in line with clinical priorities, cancer waiting times and local protocols. Communicate directly with patients about appointments, providing information, reassurance and managing expectations. Ensure appointment letters, information sheets and pre-scan checks are completed before attendance. Coordinate bookings across gamma cameras and liaise with radiopharmacy and clinical staff to arrange investigations. Plan and adjust scanning schedules to optimise scanner capacity and service efficiency. Handle patient and staff enquiries politely and professionally, escalating when appropriate. Support timely production, verification and accessibility of imaging reports and documentation. Provide clerical and administrative support including data entry, correspondence, record keeping and audit tasks. Liaise with consultants, secretaries, other departments and external hospitals to ensure smooth patient pathways.

Manage private patient records and processes in line with Trust and financial procedures.

Key Responsibilities – Clerical and Reception:

Use hospital information systems (HIS, ICW, RIS) and Microsoft Office to support efficient service delivery. Maintain accurate patient records, including annotations, and ensure timely retrieval and delivery of images and reports. Carry out general clerical duties such as mail distribution, photocopying, faxing, and stock monitoring. Provide a professional and welcoming reception service, handling patient and staff enquiries in person and by phone. Record patient attendance, notify relevant staff, and coordinate patient transfers/transport when required. Liaise with ward and outpatient staff to ensure accurate patient information is provided. Prioritise patients according to clinical need while maintaining privacy, dignity and excellent customer care. Manage private patient processes in line with Trust and financial procedures. Support patients and carers sensitively, including managing distressed or anxious individuals and escalating when necessary. Troubleshoot appointment or booking issues promptly to avoid delays in patient care. Communicate sensitive information appropriately to achieve the best outcome for patients and staff. Ensure booking, scheduling and information-sharing procedures comply with Trust and national (ARSAC/IRMER) guidelines.

Training Outcome:

TBC.

Employer Description:
The Royal Marsden NHS Trust is the largest comprehensive cancer centre in Europe with a national and international reputation for high quality patient care, research & development and education. It is situated on 3 sites; two in Central London and one at Sutton in Surrey.

Working Hours :
There will be a requirement to work shift patterns between the operating hours of 08:00–20:00, Monday to Friday. This is a full-time on-site role. No remote or hybrid working can be accommodated. Exact Shifts TBC.

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Problem solving skills,Administrative skills,Number skills,Analytical skills,Logical,Team working,Initiative,Non judgemental,Patience