Job summary
- Main area
- ALLIED CLINICAL SERVICES
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Compressed hours
- Job ref
- 197-AO8754
- Employer
- Lewisham and Greenwich NHS Trust
- Employer type
- NHS
- Site
- Queen Elizabeth Hospital
- Town
- Woolwich
- Salary
- £28,392 - £31,157 per annum plus HCAS
- Salary period
- Yearly
- Closing
- 04/10/2026 23:59
Employer heading
Physiotherapy Administrative Team Coordinator
NHS AfC: Band 4
Please refer to the Applicant Guide via this link for key information:- Applying to LGT Guide - Key Information for Applicants
Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.
Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.
We have recently launched our new vision and values to mark the LGT10 – the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.
To achieve this we value Respect, Compassion, and Inclusion; Being accountable over staying comfortable; Listening over always knowing best; and Succeeding together over achieving alone. You can read more about our visions and values here
Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as “good” or “outstanding” in over three-quarters of the services inspected by the Care Quality Commission.
Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.
LGT is a centre for the education and training of medical students enrolled with King’s College London’s GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.
We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.
Job overview
An exciting opportunity has arisen for a full time position at Queen Elizabeth hospital, as a Band 4 Physiotherapy Outpatient Administrator.
We are looking for an enthusiastic, organised and dedicated individual with good communication and interpersonal skills to join our physiotherapy administrative team. This position offers an exciting opportunity to work within the outpatients physiotherapy setting at Queen Elizabeth Hospital.
Main duties of the job
The post holder will provide a high-quality administrative and coordination service to the Outpatient Physiotherapy Department, supporting the effective and efficient delivery of physiotherapy services across the Trust.
You should be a dynamic and motivated individual, who can provide efficient administrative input and can demonstrate leadership qualities, effective communication skills, a flexible approach and an ability to work under pressure, both as part of a team and independently. The post holder will be responsible for the coordination of their workload to meet the demands of the service.
The post holder will undertake a range of administrative, organisational and coordination responsibilities, including the management and maintenance of physiotherapy clinical diaries, coordination of administrative rotas and staff annual leave, patient appointment booking, telephone enquiries and reception provision.
Working for our organisation
Please refer to the Applicant Guide via the link below for key information:- Applying to LGT Guide - Key Information for Applicants
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
Detailed job description and main responsibilities
The post holder will:
- Provide comprehensive administrative support to the Outpatient Physiotherapy teams and Physiotherapy Leads.
- Coordinate and maintain clinical diaries and appointment systems for physiotherapy staff, including creating and amending diary templates and blocking diaries for annual leave, study leave, meetings and other agreed periods of non-clinical activity.
- Coordinate the weekly allocation of administrative responsibilities across the administrative team to ensure appropriate coverage of core functions.
- Coordinate administrative staff annual leave, in liaison with managers, to maintain minimum staffing levels and ensure continuity of service.
- Provide reception and front-of-house cover when staffing levels or service requirements necessitate.
- Book, amend and cancel patient appointments in accordance with departmental procedures and clinical requirements.
- Act as a first point of contact for patients, carers, relatives, referrers, health professionals and other stakeholders.
- Support the day-to-day management and smooth running of the Outpatient Physiotherapy administrative function.
- Provide supervision and support to Band 3 Physiotherapy Administrators and other administrative or temporary staff as required.
Person specification
Qualifications and Training
Essential criteria
- Good general education including GCSE English and Maths or equivalent
- Good written and spoken English skills
- Evidence of relevant administrative secretarial or business support training or equivalent experience.
Desirable criteria
- Microsoft Office or equivalent IT qualification
- Relevant healthcare administration qualification
Experience
Essential criteria
- Significant experience of working in an administrative or secretarial role.
- Experience of working in a busy and demanding environment with frequent interruptions and competing priorities.
- Experience organising and coordinating workloads and activities to meet service requirements and deadlines.
- Experience working independently and using initiative to resolve routine administrative and operational issues.
- Experience of dealing with sensitive and confidential information.
- Experience of providing administrative support within healthcare or other complex organizational environment,
Desirable criteria
- Previous experience within an NHS or other healthcare environment.
- Experience of supporting clinical services.
- Experience or diary, clinic or appointment management.
- Experience of coordinating staff rotas, annual leave or workforce information.
- Experience of supervising or supporting other administrative staff.
- Experience of working within a Physiotherapy, therapy or other outpatient environment.
Knowledge
Essential criteria
- Good knowledge of administrative and secretarial procedures and systems.
- Knowledge and understanding of diary and appointment management and the importance of maintaining accurate and timely information.
- Knowledge of effective workload planning, prioritisation and coordination.
- Ability to understand service requirements and use information to support effective administrative and staffing arrangements.
- Ability to identify problems, take appropriate action and recognise when matters should be escalated.
- Good working knowledge of Microsoft Office applications, including Word, Excel and Outlook, and ability to learn and use relevant Trust IT systems.
- Understanding of the importance of confidentiality, information governance and data protection.
- Ability to deal with confidential, sensitive and sometimes complex information with discretion.
Desirable criteria
- Knowledge of NHS administrative systems and processes.
- Knowledge of patient administration systems and/or electronic appointment systems.
- Understanding of the operational requirements of outpatient clinical services.
Personal Qualities
Essential criteria
- Excellent organisational and time management skills, with the ability to prioritise and manage a varied workload.
- Ability to work on own initiative and with a high degree of autonomy while recognising when advice or escalation is required.
- Ability to coordinate and prioritise administrative workloads to maintain continuity of service.
- Ability to exercise sound judgement when dealing with competing demands and unexpected changes in staffing or service requirements.
- High level of accuracy and attention to detail.
- Excellent communication skills, both verbally and in writing and when dealing with telephone enquiries.
- Ability to communicate effectively with staff at all levels, patients, Evidence of contributing to service improvement and development. Evidence of supporting the development of colleagues or junior staff. relatives, carers and external organisations.
- Ability to provide guidance and support to junior administrative staff.
- Ability to work effectively as part of a team and contribute positively to team working.
- Flexible and adaptable approach to changing priorities and service requirements.
- Professional, courteous and approachable manner.
- Demonstrates discretion, sensitivity and sound judgement.
- Commitment to providing a high quality service to patients and colleagues.
Desirable criteria
- Evidence of contributing to service improvement and development.
- Evidence of supporting the development of colleagues or junior staff
Employer certification / accreditation badges
.png "NHS Rainbow badge")
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.
Application numbers
We recommend applying as early as possible to avoid missing out. All applications received before the cap is reached will be considered equally and assessed against the person specification.
Documents to download
Further details / informal visits contact
- Name
- Xaverie Wright
- Job title
- Outpatient Physiotherapy Lead QEH
- Email address
- [email protected]
- Telephone number
- 0208 836 4689
List jobs with Lewisham and Greenwich NHS Trust in Administrative Services or all sectors