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Lewisham and Greenwich NHS Trust

Team Administrator

The closing date is 19 June 2025

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Job summary

We are looking for someone who can work both unsupervised and as a team member. The purpose of this role is to provide administrative support to our clinicians and their teams.

The post holder will be required to have a flexible approach to work, act in a professional manner at all times and demonstrate good problem-solving skills, knowledge of Microsoft Office and a good telephone manner/customer service skills.

Main duties of the job

To provide an efficient, high quality comprehensive administrative support

To act as a central point of information and communication for the Diabetes and Dermatology clinical teams.

To greet patients on arrival to the Diabetes Unit at Queen Mary's Hospital, Sidcup

To attend and depart patients, arranging follow-up appointments as necessary following their attendance

To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes.

About us

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

  1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
  2. Widening access (anchor institution) and employability
  3. Improving the experience of staff with disability
  4. Improving the EDI literacy and confidence of trust staff through training and development
  5. Making equalities mainstream

Details

Date posted

17 June 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year per annum pro rata plus HCAS (pro rata for part time)

Contract

Permanent

Working pattern

Part-time

Reference number

197-HF6909

Job locations

Queen Mary's Hospital - Sidcup

Frognal Avenue

Sidcup

DA14 6LF


Job description

Job responsibilities

To produce correspondence and reports by the use of audio transcription technology.

To file clinic letters into case notes and ensure that all details are enclosed following clinics.

To provide comprehensive administrative, clerical and audio typing support to Consultants and their teams.

To deal with telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality at all times.

To maintain filing systems that facilitates the effective running of the department.

To cross cover within the team, including periods of absence and high demand.

To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by patients and their families.

To open, date stamp and distribute post as requested.

To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient case notes are available forclinics and appointments and are dispatched to other departments or hospitals as necessary.

To file investigation results in appropriate health records and draw relevant Medical Secretarys attention to all incoming results as necessary.

To identify and escalate issues to the relevant senior as and when the issue arise.

To deal with telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality at all times

Job description

Job responsibilities

To produce correspondence and reports by the use of audio transcription technology.

To file clinic letters into case notes and ensure that all details are enclosed following clinics.

To provide comprehensive administrative, clerical and audio typing support to Consultants and their teams.

To deal with telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality at all times.

To maintain filing systems that facilitates the effective running of the department.

To cross cover within the team, including periods of absence and high demand.

To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by patients and their families.

To open, date stamp and distribute post as requested.

To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient case notes are available forclinics and appointments and are dispatched to other departments or hospitals as necessary.

To file investigation results in appropriate health records and draw relevant Medical Secretarys attention to all incoming results as necessary.

To identify and escalate issues to the relevant senior as and when the issue arise.

To deal with telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality at all times

Person Specification

Knowledge and Skills

Essential

  • Clear handwriting, spelling, grammar & numeracy
  • Ability to demonstrate good interpersonal, oral, and written communication skills especially when dealing with highly sensitive information and where there are barriers to understanding.
  • Ability to demonstrate good organisational skills and to prioritise/manage own workload in a demanding environment.
  • Demonstrate an understanding and respect for confidentiality.

Qualifications and Training

Essential

  • GCSEs or equivalent

Desirable

  • ECDL

Experience

Essential

  • Significant secretarial and/or administrative experience.
  • Computer skills and a willingness to learn new software packages.
  • Knowledge of managing RTT access targets and waiting lists
  • Good telephone manner
Person Specification

Knowledge and Skills

Essential

  • Clear handwriting, spelling, grammar & numeracy
  • Ability to demonstrate good interpersonal, oral, and written communication skills especially when dealing with highly sensitive information and where there are barriers to understanding.
  • Ability to demonstrate good organisational skills and to prioritise/manage own workload in a demanding environment.
  • Demonstrate an understanding and respect for confidentiality.

Qualifications and Training

Essential

  • GCSEs or equivalent

Desirable

  • ECDL

Experience

Essential

  • Significant secretarial and/or administrative experience.
  • Computer skills and a willingness to learn new software packages.
  • Knowledge of managing RTT access targets and waiting lists
  • Good telephone manner

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.

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Queen Mary's Hospital - Sidcup

Frognal Avenue

Sidcup

DA14 6LF


Employer's website

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

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Queen Mary's Hospital - Sidcup

Frognal Avenue

Sidcup

DA14 6LF


Employer's website

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

Employer contact details

For questions about the job, contact:

Associate Service Manager

Isabelle Salami

isabelle.salami@nhs.net

07502623523

Details

Date posted

17 June 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year per annum pro rata plus HCAS (pro rata for part time)

Contract

Permanent

Working pattern

Part-time

Reference number

197-HF6909

Job locations

Queen Mary's Hospital - Sidcup

Frognal Avenue

Sidcup

DA14 6LF


Supporting documents

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