Job summary
This post is in a fast-paced Stop Smoking Service based in Lewisham hospital, providing support for people who live, work or study in the borough.
The post holder must be an experienced administrator with good IT skills and who is well organised in order to manage high volumes for patient data from multiple sources.
The role requires being the first point of contact for patients with the service, as such the requirement for high-quality customer service skills are also needed in order to make them feel heard and supported whilst they engage with our team.
PLEASE NOTE: We are unable to offer sponsorship for this post
Main duties of the job
To deal appropriately with all phone referrals and enquiries, using initiative as to their disposition.
To process referrals for the LSSS team following service protocolsin a timely mannerliaising with the referring team asrequired.
To order, manage and distribute resources and medications to support clinical interventions Implement /maintain/monitor archiving systems (including deceased files).
Tobe responsible forthe creation, population,maintainingand developing of all systems required by the Stop Smoking Service Team. To provide information to Management ina timelyand reliable fashion asrequired.
Creation of new forms andstationaryfor the team.
To manage all incoming mail, using initiative as to distribution.
Participate in the development of the Lewisham Stop Smoking Service.
To act as a minute taker for team meetings asrequired, transcribing inappropriateformatand distributing agendas and papers.
To have a good working knowledge of IT systems and be able to enter and update information on the relevant IT system asrequired.
To proactively engage with stakeholders and key partners and torepresentthe team while promoting the service
Interview date: 12th February 2026
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:
- 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
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
The key function of this job is to support the smooth,efficient and effective running of the Lewisham Stop Smoking Service(LSSS). The post holderis responsible forsupporting the LSSS Team as the Team are based in University Hospital Lewisham and across the Community in Lewisham.
This includes acting as the first point of contact from clients/other departments/Trusts, processing referrals, booking appointments, ordering medications, creating invoices, taking notes at team meetings , processing correspondence for the team,maintaining databases, and providing occasional cover for clinical services.
The post holder will ensure that all non-routine, administrative or organisational tasks are undertaken on a daily basis. The post holderis expected tomaintaincomplete confidentiality at all times.
Job description
Job responsibilities
The key function of this job is to support the smooth,efficient and effective running of the Lewisham Stop Smoking Service(LSSS). The post holderis responsible forsupporting the LSSS Team as the Team are based in University Hospital Lewisham and across the Community in Lewisham.
This includes acting as the first point of contact from clients/other departments/Trusts, processing referrals, booking appointments, ordering medications, creating invoices, taking notes at team meetings , processing correspondence for the team,maintaining databases, and providing occasional cover for clinical services.
The post holder will ensure that all non-routine, administrative or organisational tasks are undertaken on a daily basis. The post holderis expected tomaintaincomplete confidentiality at all times.
Person Specification
Qualifications
Essential
- oMinimum 5 GCSEs (including Maths and English)
- NVQ 3/RSA3 in business/finance/IT or equivalent with 3 years general admin experience.
Desirable
- NCSCT Accredited Stop Smoking Advisor
Experience
Essential
- Knowledge of financial computer systems and other financial areas such as financial petty cash.
- Knowledge of ICT applications, Excel, Word, Powerpoint, Access, Internet search engines and e-mail, Website CMS and similar applications
- Experience of managing stock control processes.
- Experience of working with a variety of professionals.
- Knowledge and awareness of customer care.
- Confident to act on own initiative with minimal supervision.
- Ability to work with and establish good working relationships at all levels with different disciplines both internal in the Trust and external
Desirable
- Experience of working within a social care or health environment
- Knowledge of iCare, Quit Manager
Knowledge
Essential
- Ability to organise and analyse data effectively and produce reports for Senior Management.
- Develops or creates reports for management.
- Provide and receive complex and sensitive information, acting always in complete confidentiality.
- Prepares and explains data in a manner which easily communicates issues to those who may not be familiar with the systems involved.
- Uses persuasive skills where agreement and co-operation is required.
Desirable
- Communication skills training
- Counselling skills
Person Specification
Qualifications
Essential
- oMinimum 5 GCSEs (including Maths and English)
- NVQ 3/RSA3 in business/finance/IT or equivalent with 3 years general admin experience.
Desirable
- NCSCT Accredited Stop Smoking Advisor
Experience
Essential
- Knowledge of financial computer systems and other financial areas such as financial petty cash.
- Knowledge of ICT applications, Excel, Word, Powerpoint, Access, Internet search engines and e-mail, Website CMS and similar applications
- Experience of managing stock control processes.
- Experience of working with a variety of professionals.
- Knowledge and awareness of customer care.
- Confident to act on own initiative with minimal supervision.
- Ability to work with and establish good working relationships at all levels with different disciplines both internal in the Trust and external
Desirable
- Experience of working within a social care or health environment
- Knowledge of iCare, Quit Manager
Knowledge
Essential
- Ability to organise and analyse data effectively and produce reports for Senior Management.
- Develops or creates reports for management.
- Provide and receive complex and sensitive information, acting always in complete confidentiality.
- Prepares and explains data in a manner which easily communicates issues to those who may not be familiar with the systems involved.
- Uses persuasive skills where agreement and co-operation is required.
Desirable
- Communication skills training
- Counselling skills
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.
