Tobacco Dependence Treatment Team Administrator

Job description

Job responsibilities

Job Summary:

The key function of this job is to support the smooth, efficient, and effective running of the Lewisham and Greenwich Trust Tobacco Dependence Team (TDT). The post holder is responsible for supporting the TDT across University Hospital Lewisham (UHL) and Queen Elizabeth Hospital (QEH), Greenwich. The role includes following up patients, taking minutes, processing correspondence for the team, maintaining databases, acting as the first point of contact from clients/other departments/Trusts. To follow all procedures to support a rapid and accurate referral service which is customer focused. The post holder will ensure that all non-routine, administrative or organisational tasks are undertaken daily. The post holder is always expected to maintain complete confidentiality.

1. Accountable to the Stop Smoking Team Lead.
2. To provide administrative support to the LGT Tobacco Dependence Team within the Stop Smoking Service.
3. To contribute to the smooth running of the office supporting the Team and other colleagues

Key Result Areas & Performance:

1. To deal appropriately with all phone referrals and enquiries, using initiative as to their disposition.
2. To process referrals for the TDT team following service protocols in a timely manner liaising with the referring team as required.
3. To make and record outcomes from follow up calls to service users.
4. To order and distribute resources to support clinical interventions, including tracking CO monitor allocations.
5. Maintain and monitor archiving systems (including deceased files).
6. To support the creation, maintenance, and development of all administration systems required by the TDT.
7. Access several computer systems to track patients progress and current status in treatment pathway.
8. Undertake data entry onto local and national databases and updating of spreadsheets.
9. To provide information to Management in a timely and reliable fashion as required.
10. To manage all incoming mail, using initiative as to distribution.
11. Participate in the development of the TDT.
12. To act as a minute taker for team meetings as required, transcribing in appropriate format, and distributing agendas and papers.
13. To occasionally engage with stakeholders and key partners and to represent the team while promoting the service.
14. To arrange meetings, taking messages and facilitating communication across all sites involved as required.
15. Flexible working to cover all duties, organising own day to day work, multi-tasking as necessary.
16. To undertake any other duties commensurate with the job where needed to ensure the smooth and effective running of the service as and when required.

Work force

1. To attend and participate in departmental staff meetings and other meetings relevant to the post.
2. To attend any relevant mandatory or personal development days and in-house training sessions as required.
3. To take part in the Departments Appraisal Scheme as necessary.
4. To assist in managing the petty cash system.

Financial

1. To place orders on behalf of the team in a timely manner or as and when required.
2. To purchase items required by the team and to provide receipts and a printout of expenditure as and when requested by management.
3. To communicate with Procurement Teams and suppliers.
4. To create and process invoices for suppliers

Partnerships

Communications and Relationships

• The requirement to interact with others to achieve the objectives or purpose of the post. This will range from co-operating with other team members to multi agency working.

General

• To maintain speed and accuracy when taking notes/minutes.
• To demonstrate good keyboard skills.
• To be competent in the use of a range of IT systems and be able to enter and update information on the relevant IT system as required.
• To provide minimal manual handling skills - moving stationery orders etc.
• To maintain concentration in a fast-paced environment with lots of distractions.
• To deal with enquiries from patients from a diverse section of the local population.
• To communicate with patient group who have a chronic disease.
• To work across the UHL and QEH sites, as required.
• To visit wards and departments across the hospital sites.

Person Specification

Qualifications & Training

Essential

• oGood standard of education
• oNVQ 2 plus additional experience equating to NVQ 3 as outlined below.
• oGCSE English Language or equivalent
• oClear handwriting and spelling
• oNumerate

Desirable

• oNVQ Business Administration - Level II or equivalent
• oRSA II
• oCertificate in Office
• oiCare Trained
• oNCSCT Accredited Stop Smoking Advisor

Experience

Essential

• oPrevious experience of working in a busy environment
• oPrevious experience in an admin role

Desirable

• oPrevious experience of working in a busy environment in a healthcare setting
• oExperience working in a stop smoking service
• oExperience on the iCare System, Electronic Discharge Summaries System, or Quit Manager
• oPrevious experience of minute taking

Knowledge

Essential

• oBasic understanding of practical Data Protection issues
• oKnowledge of child and adult protection issues

Skills

Essential

• oBasic computer literacy (Word, Excel, PowerPoint)
• oGood organisational and administration skills
• oGood customer care skills
• oEffective communication skills

Desirable

• oAbility to prioritise a busy workload

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Queen Elizabeth Hospital,

Stadium Rd

London

SE18 4QH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)