Job summary
Guy's and St Thomas NHS Foundation Trust
Therapies & Rehabilitation Directorate
An exciting opportunity has arisen within the Therapies & Rehabilitation Directorate.
Full time permanent role to start as soon as possible. Great opportunity to get into the NHS and gain some transferable skills.
Our Therapies Directorate is one of the largest in the United Kingdom employing over 600 staff across six clinical therapy departments; Foot Health, Occupational Therapy, Physiotherapy, Psychology, Speech and Language Therapy and Regional Specialty Rehabilitation.
This is an exciting opportunity for an individual who is passionate about quality and provision of care and have a good attention to detail; an ability to work to tight deadlines and be able to prioritise their own workload. They will carry out day-to-day operational tasks e.g. booking patients for appointments, registration of referrals, answering calls. They will work closely to provide administrative support to the multi-disciplinary team.
We are seeking a highly motivated person with excellent communication skills, problem-solving skills, and organisational skills, as well as the ability to work on their own initiative. Experience dealing with the public and experience in a care setting is desirable.
Main duties of the job
The Administrator will provide high quality administrative support to the department.
Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms 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.
About us
Guy's and St Thomas' is among the UK's busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services.
In February 2021 the Royal Brompton and Harefield joined Guy's and St Thomas' NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research.
Job description
Job responsibilities
Below is the Range of duties that a Band 3 will undertake
Main Duties Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, 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. Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead for short periods of time. Providing support and leadership as well as supervision to the Band 2administrators. Provide advice and support to new or less experienced employees on ownadministrative 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 andassistance to all GSTT service users. Undertake any other reasonable duties necessary to ensure the smoothrunning 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. Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place.
General Office Duties Maintain stationary supplies, order stationery, supplies and services inaccordance with policies and procedures. Sort, distribute and handle incoming mail and in a timely and efficient manner. Ensure that outgoing mail is collected and dispatched. Arrange the receipt and delivery of courier mail and parcels as required. Photocopying, collation and distribution of reports, correspondence, handouts etc. Establish and maintain accurate and efficient filing systems. Ensure the department is maintained and kept tidy at all times. Covering front desk duties as required. Reporting and monitoring any maintenance / facilities as appropriate. Where based at a Community site, the post might also involve assisting with aspects of site/facilities management, such as assisting with organising repairs and maintenance at the site.
Job description
Job responsibilities
Below is the Range of duties that a Band 3 will undertake
Main Duties Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, 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. Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead for short periods of time. Providing support and leadership as well as supervision to the Band 2administrators. Provide advice and support to new or less experienced employees on ownadministrative 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 andassistance to all GSTT service users. Undertake any other reasonable duties necessary to ensure the smoothrunning 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. Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place.
General Office Duties Maintain stationary supplies, order stationery, supplies and services inaccordance with policies and procedures. Sort, distribute and handle incoming mail and in a timely and efficient manner. Ensure that outgoing mail is collected and dispatched. Arrange the receipt and delivery of courier mail and parcels as required. Photocopying, collation and distribution of reports, correspondence, handouts etc. Establish and maintain accurate and efficient filing systems. Ensure the department is maintained and kept tidy at all times. Covering front desk duties as required. Reporting and monitoring any maintenance / facilities as appropriate. Where based at a Community site, the post might also involve assisting with aspects of site/facilities management, such as assisting with organising repairs and maintenance at the site.
Person Specification
Education
Essential
- Good 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
Skills
Essential
- Excellent organisational skills and attention to detail
- Proficient in use of IT systems and applications including Microsoft Word, Outlook Excel
Desirable
- Knowledge of medical terminology
Experience
Essential
- Experience working in a customer service setting
- Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service
Person Specification
Education
Essential
- Good 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
Skills
Essential
- Excellent organisational skills and attention to detail
- Proficient in use of IT systems and applications including Microsoft Word, Outlook Excel
Desirable
- Knowledge of medical terminology
Experience
Essential
- Experience working in a customer service setting
- Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service
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).
