Job summary
An exciting opportunity has arisen within the Clinical Haematology Department. We are seeking a permanent Band 3 Administrator for our Haematology Day Unit based at Guy's Hospital.
You will join a team of administrators in running the administrative functions of the unit. This could involve working at reception, deal with patient appointment queries or processing referrals.
Main duties of the job
The Administrator will provide high quality administrative support to the department. Tasks will include reception duties, communicating with patients, customer service, maintaining databases, booking appointments and general administrative support to the Department.
The Administrator will play a key role in the efficient day to day activities of the department. The post holder will often be the first point of contact for the department and will be required to communicate in a professional and courteous manner.
The post holder will answer general queries and explain information relating to the department.
*****You will be expected to work either 8am-4pm or 9am-5pm so that reception is covered during opening hours******
About us
Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand and reflect these values throughout your employment with the Trust.The post holder will:a. Put patients firstb. Take pride in what they doc. Respect othersd. Strive to be the beste. Act with integrity
Our values and behaviours framework describes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet .
Job description
Job responsibilities
Main Duties
- Being the first point of contact for patients when covering the reception desk
- Maintaining the smooth running of a clinic
- Booking patient appointments
- Answering patient queries via email and telephone
- Provide administrative support within the service, including cross cover for administrative team members as required
- Provide advice and support to new or less experienced employees on own administrative duties
- Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required.
- Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users.
- Undertake any other reasonable duties necessary to ensure the smooth running of the service.
Communication
- Act as first point of contact for callers, visitors and deliveries to the department.
- Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.
General Office Duties
- Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures.
- Photocopying, collation and distribution of reports, correspondence, handouts etc.
- Establish and maintain accurate and efficient filing systems and spreadsheets.
- Ensure the department is maintained and kept tidy at all times.
- Reporting and monitoring any maintenance / facilities as appropriate.
- Covering front desk duties as required.
Job description
Job responsibilities
Main Duties
- Being the first point of contact for patients when covering the reception desk
- Maintaining the smooth running of a clinic
- Booking patient appointments
- Answering patient queries via email and telephone
- Provide administrative support within the service, including cross cover for administrative team members as required
- Provide advice and support to new or less experienced employees on own administrative duties
- Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required.
- Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users.
- Undertake any other reasonable duties necessary to ensure the smooth running of the service.
Communication
- Act as first point of contact for callers, visitors and deliveries to the department.
- Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.
General Office Duties
- Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures.
- Photocopying, collation and distribution of reports, correspondence, handouts etc.
- Establish and maintain accurate and efficient filing systems and spreadsheets.
- Ensure the department is maintained and kept tidy at all times.
- Reporting and monitoring any maintenance / facilities as appropriate.
- Covering front desk duties as required.
Person Specification
Qualifications
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Relevant NVQ 3 or evidence of equivalent experience e.g. Experience in administrative roles
Experience
Essential
- Proven experience of working in an administrative role
- Experience of working in a customer focused environment demonstrating the ability to deal difficult customers and challenging situations
Desirable
- Experience of an administrative role within the NHS
- Knowledge of medical terminology
Skills and Knowledge
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Ability to work as part of a team as well as using own initiative
- Excellent organisational skills and attention to detail
- Ability to handle confidential and sensitive information appropriately
Person Specification
Qualifications
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Relevant NVQ 3 or evidence of equivalent experience e.g. Experience in administrative roles
Experience
Essential
- Proven experience of working in an administrative role
- Experience of working in a customer focused environment demonstrating the ability to deal difficult customers and challenging situations
Desirable
- Experience of an administrative role within the NHS
- Knowledge of medical terminology
Skills and Knowledge
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Ability to work as part of a team as well as using own initiative
- Excellent organisational skills and attention to detail
- Ability to handle confidential and sensitive information appropriately
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.
