Job summary
- Main area
- Admin
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (5 working days)
- Job ref
- 196-A&C818
- Employer
- Guy's and St Thomas' NHS Foundation Trust
- Employer type
- NHS
- Site
- Guy's & St Thomas' Hospital
- Town
- London
- Salary
- £30,039 - £31,088 per annum inc HCA
- Salary period
- Yearly
- Closing
- 18/05/2025 23:59
Employer heading
Administrator
NHS AfC: Band 3
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.
Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital.
Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions.
Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients.
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.
We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit.
Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’.
The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients.
We have one of the most ambitious capital investment programmes anywhere in the NHS.
Job overview
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.
Working for our organisation
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.
Detailed job description and main 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 2
administrators.
• Provide advice and support to new or less experienced employees on own
administrative 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 and
assistance to all GSTT service users.
• Undertake any other reasonable duties necessary to ensure the smooth
running 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 in
accordance 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 criteria
- 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 criteria
- Excellent organisational skills and attention to detail
- Proficient in use of IT systems and applications including Microsoft Word, Outlook Excel
Desirable criteria
- Knowledge of medical terminology
Experience
Essential criteria
- 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
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Mustafizur Rahman
- Job title
- Service Manager
- Email address
- [email protected]
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