Job summary
We are looking for an organised and proactive Administrator to join the Tissue Viability Nursing (TVN) team within the Integrated Local Services (ILS) Directorate at Guy's and St Thomas' NHS Foundation Trust. The Tissue Viability service is a specialist service providing expert wound care to patients across Lambeth and Southwark, with both a community and an acute team. The post holder will be primarily based with the community team in West Norwood, while also providing remote support to the acute team based at St Thomas' Hospital. As the sole administrator for the service, you will play a vital role in keeping the team running smoothly - managing referrals, coordinating communication, and being the first point of contact for patients and clinicians seeking advice. This is an excellent opportunity for someone who enjoys working independently, values being part of a close-knit clinical team, and takes pride in making systems and processes work efficiently.
This is primarily an office-based role, as face-to-face presence is essential for effective collaboration and support within the team; however, working from home may be considered in exceptional circumstances. Ability to commute to the work base daily is essential.
Please note due to high response rate we sometimes close adverts early and we advise you apply as early as possible.
Main duties of the job
The Administrator will provide comprehensive administrative support to the Tissue Viability nursing team, ensuring the smooth and efficient running of daily operations. Key responsibilities include answering phone calls from patients and healthcare professionals, managing the team inbox, transcribing referrals into Epic, arranging clinic appointments for patients, scheduling meetings, and taking and distributing minutes.
Because this is a standalone admin role within the team, the post requires someone who is confident working independently and comfortable collaborating directly with clinicians. Strong communication skills, attention to detail, and a friendly, professional telephone manner are essential. The Administrator will directly report to the Assistant Service Manager and be accountable to the Service Manager. We're looking for someone who can prioritise their workload, problem-solve, and suggest ways to improve current processes. Experience using Epic or similar clinical systems would be an advantage but training will be provided.
About us
The Tissue Viability team is a small, friendly, and supportive group of specialist nurses who are passionate about improving care for patients with complex wounds. We pride ourselves on being approachable and collaborative, and we make sure everyone - including our administrator - feels part of the team. We regularly hold social events and away days to strengthen team spirit and reflect on how we can continue to improve the service we offer. Within the Integrated Local Services (ILS) directorate, you will be part of a wider network of community-based teams who share a commitment to delivering high-quality, patient-centred care across Lambeth and Southwark. Our culture is based on respect, teamwork, and continuous improvement, and we encourage staff to take initiative and bring forward ideas that help us work more efficiently and deliver better outcomes for our patients.
Job description
Job responsibilities
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Provide high-quality administrative support to the Tissue Viability Nursing team, ensuring the smooth day-to-day running of the service.
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Act as the first point of contact for the service, responding to telephone and email enquiries from patients, staff, and visitors in a professional, courteous, and helpful manner, referring to appropriate team members when necessary.
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Transcribe referrals accurately into Epic and maintain up-to-date patient and service databases.
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Book clinic appointments for patients via phone and email, coordinating schedules efficiently.
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Deliver excellent customer care, ensuring timely and relevant advice and assistance to all GSTT service users.
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Provide comprehensive support for meetings, including preparing agendas, taking and transcribing minutes, distributing action points, and following up on outcomes.
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Produce and format letters, reports, policies, presentations, statistics, and general correspondence/documents using Microsoft Office and other software packages.
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Maintain electronic and paper filing systems, ensuring documents are organised and easily accessible.
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Manage office supplies, including ordering stationery and other resources in accordance with Trust policies.
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Support service projects and initiatives as directed by team leads, providing administrative input where required.
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Work proactively to identify and suggest improvements to administrative processes, communication, and workflow within the team.
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Ensure the office environment is maintained, tidy, and equipped for daily operations.
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Report and monitor any facilities, maintenance, or IT issues promptly to the relevant departments.
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Provide occasional remote administrative support to the acute team at St Thomas Hospital.
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Adhere to all confidentiality, data protection, and Trust policies at all times.
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Undertake any other reasonable duties necessary to ensure the smooth running of the service.
Job description
Job responsibilities
-
Provide high-quality administrative support to the Tissue Viability Nursing team, ensuring the smooth day-to-day running of the service.
-
Act as the first point of contact for the service, responding to telephone and email enquiries from patients, staff, and visitors in a professional, courteous, and helpful manner, referring to appropriate team members when necessary.
-
Transcribe referrals accurately into Epic and maintain up-to-date patient and service databases.
-
Book clinic appointments for patients via phone and email, coordinating schedules efficiently.
-
Deliver excellent customer care, ensuring timely and relevant advice and assistance to all GSTT service users.
-
Provide comprehensive support for meetings, including preparing agendas, taking and transcribing minutes, distributing action points, and following up on outcomes.
-
Produce and format letters, reports, policies, presentations, statistics, and general correspondence/documents using Microsoft Office and other software packages.
-
Maintain electronic and paper filing systems, ensuring documents are organised and easily accessible.
-
Manage office supplies, including ordering stationery and other resources in accordance with Trust policies.
-
Support service projects and initiatives as directed by team leads, providing administrative input where required.
-
Work proactively to identify and suggest improvements to administrative processes, communication, and workflow within the team.
-
Ensure the office environment is maintained, tidy, and equipped for daily operations.
-
Report and monitor any facilities, maintenance, or IT issues promptly to the relevant departments.
-
Provide occasional remote administrative support to the acute team at St Thomas Hospital.
-
Adhere to all confidentiality, data protection, and Trust policies at all times.
-
Undertake any other reasonable duties necessary to ensure the smooth running of the service.
Person Specification
Qualifications/ Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Min. 2 A-levels or NVQ 3 certificate in business administration or equivalent experience in administrative roles
Skills/ Knowledge/ Ability
Essential
- Ability to work as part of a team as well as using own initiative and to develop good working relationships with all staff
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text
- Ability to handle confidential and sensitive information appropriately
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Excellent organisational skills, attention to detail, and ability to work methodically in a busy environment to meet deadlines
Previous experience
Essential
- Experience working in a customer service setting
Person Specification
Qualifications/ Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Min. 2 A-levels or NVQ 3 certificate in business administration or equivalent experience in administrative roles
Skills/ Knowledge/ Ability
Essential
- Ability to work as part of a team as well as using own initiative and to develop good working relationships with all staff
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text
- Ability to handle confidential and sensitive information appropriately
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Excellent organisational skills, attention to detail, and ability to work methodically in a busy environment to meet deadlines
Previous experience
Essential
- Experience working in a customer service setting
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).
