Job summary
An exciting opportunity has arisen for a permanent Band 3 Administrator to join our prosthetics multi-disciplinary team based at the regional prosthetics and amputee outpatient unit in Crystal Palace.Guy's and St Thomas' is one of the largest hospital Trusts in the country, with a staff of over 25,000 and 2.6 million patient contacts a year. The Trust comprises two of London's oldest and best-known teaching hospitals. The hospitals have a long history, dating back almost 900 years, and have been at the forefront of medical progress and innovation since they were founded. Both hospitals have built on these traditions and continue to have a reputation for excellence and innovation.
This opportunity is for someone with administrative experience and commitment to the role. If you think this could be you, we would welcome your application.
Our regional centre covers South East London and provides outpatient prosthetic and amputee assessment and rehabilitation for patients of all ages with congenital limb deficiency or following planned or emergency amputations. We treat both upper and lower limb patients as well a small veteran population. There is no separate team for children - the transition from childhood to adulthood is seamless. We work closely with the GSTT inpatient amputee rehabilitation Unit (ARU) team, GSTT acute vascular and amputee therapists and outpatient amputee physiotherapists at 5 local hospitals.
Main duties of the job
The Administrator will often be the first point of contact for patients and service users and will be required to communicate in a professional and courteous manner at all times. The role requires the Administrator to answer general queries and understand and explain relevant information relating to the service and team.
The Administrator will play a key role in the efficient day to day activities of the running of the service. Tasks will include typing, customer service, maintaining databases, booking appointments/meetings, filing, organising and booking meeting rooms, taking meeting minutes and disseminating agendas to the wider team and providing general administrative support to the Department.
As part of the wider Specialist Rehab services, the post holder will be required to work within a wider administrative group and provide occasional reception cover. This will ensure that, at every contact with the Trust, patients are able to speak to staff who understand their scheduling needs and that clinical teams are always supported by knowledgeable administrative staff.
Please see attached Job description and Person Specification for full details.
About us
The department comprises 4 main services; Orthotics, Amputee Rehabilitation (Prosthetics), Wheelchairs & Special seating and Assistive Communication Services. The services are Allied Health professional led (AHP) with a consultant in rehabilitation medicine .Each team is made up of administrative, clinical staff, rehabilitation engineers as well as workshop technicians and an IT technician who all work together to provide excellent services to our patients.
We are based in Crystal Palace, between the over land stations of Crystal Palace and Gipsy Hill.
Job description
Job responsibilities
- Provide high quality administrative support to the clinical team. This may include booking meeting rooms, organising training events, or conferences, organising audio-visual equipment, ordering department supplies such as stationery plus any other ad hoc duties.
- Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.
- Provide support for meetings, including the preparation and distribution of agendas and taking, transcription and distribution of minutes/ action notes. Follow up of action points arising from meetings.
- Provide administrative support to projects being managed within the service as directed.
- Work closely with other Amputee Rehab pathway Administrators across the service to ensure timely and coordinated management of patient appointments
- 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.
- Be responsible for the scheduling of therapy clinic appointments according to urgency and length of wait in accordance with service procedures, protocols and Trust Policies. This may include sending appointment letters or contacting patients by telephone to set up appointments.
- Liaise with patients prior to their visit to ensure that a mutually convenient date and time is agreed.
Job description
Job responsibilities
- Provide high quality administrative support to the clinical team. This may include booking meeting rooms, organising training events, or conferences, organising audio-visual equipment, ordering department supplies such as stationery plus any other ad hoc duties.
- Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.
- Provide support for meetings, including the preparation and distribution of agendas and taking, transcription and distribution of minutes/ action notes. Follow up of action points arising from meetings.
- Provide administrative support to projects being managed within the service as directed.
- Work closely with other Amputee Rehab pathway Administrators across the service to ensure timely and coordinated management of patient appointments
- 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.
- Be responsible for the scheduling of therapy clinic appointments according to urgency and length of wait in accordance with service procedures, protocols and Trust Policies. This may include sending appointment letters or contacting patients by telephone to set up appointments.
- Liaise with patients prior to their visit to ensure that a mutually convenient date and time is agreed.
Person Specification
Qualifications and Education
Essential
- Good level of general education with English and Maths to GCSE standard or equivalent
- NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles
Desirable
- Customer service qualification/training
- IT package qualification/training such as European Computer Driving Licence (ECDL)
Experience
Essential
- Experience working in a customer service setting
- Experience of working both autonomously and in a team
Skills
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Excellent organisational skills and attention to detail
- Ability to work methodically in a busy environment and meet deadlines
- Ability to handle confidential and sensitive information appropriately
Desirable
- Knowledge of medical terminology
- Knowledge of the key waiting times targets
- Experience of working with hospital administration systems e.g. PiMS and hospital systems
Person Specification
Qualifications and Education
Essential
- Good level of general education with English and Maths to GCSE standard or equivalent
- NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles
Desirable
- Customer service qualification/training
- IT package qualification/training such as European Computer Driving Licence (ECDL)
Experience
Essential
- Experience working in a customer service setting
- Experience of working both autonomously and in a team
Skills
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Excellent organisational skills and attention to detail
- Ability to work methodically in a busy environment and meet deadlines
- Ability to handle confidential and sensitive information appropriately
Desirable
- Knowledge of medical terminology
- Knowledge of the key waiting times targets
- Experience of working with hospital administration systems e.g. PiMS and hospital systems
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.
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.
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).
