Job summary
- Main area
 - Admin
 - Grade
 - Band 4
 - Contract
 - 12 months (12 months Fixed term)
 - Hours
 - Full time - 37.5 hours per week
 - Job ref
 - 197-HF7502
 
- Employer
 - Lewisham and Greenwich NHS Trust
 - Employer type
 - NHS
 - Site
 - ST Nicholls House, Queen Elizabeth Hospital
 - Town
 - Woolwich
 - Salary
 - £27,485 - £30,162 Per annum plus HCA
 - Salary period
 - Yearly
 - Closing
 - 09/11/2025 23:59
 
Employer heading
	
Team Secretary
Band 4
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
The key function of this job is to support the smooth, efficient and effective running of the Hospital Integrated Discharge Team (HID). The post holder is responsible for supporting the HID Team as the Team are based in the Queen Elizabeth Hospital, Woolwich. This includes taking notes at team meetings as required, processing correspondence for the team, maintaining databases, act 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 on a daily basis. The post holder is expected to maintain complete confidentiality at all times.
- Accountable to the Office Manager.
 - To provide an efficient and effective Team Administrative support to the Hospital Integrated Discharge Team (HID).
 - To contribute to the smooth running of the office supporting the Team and other Team Secretaries.
 
Main duties of the job
Handle all phone referrals and enquiries professionally and promptly.
Process referrals efficiently and within required time frames.
Manage, audit, and maintain patients’ discharge notes and files, including archiving and deceased records.
Create, maintain, and develop systems required by the Hospital Integrated Discharge (HID) Team.
Provide accurate and timely information and reports to management.
Design and update forms and stationery for team use.
Manage all incoming mail and distribute appropriately using initiative.
Support the ongoing development of the HID Team.
Take and distribute minutes, agendas, and papers for meetings (team and family meetings).
Maintain good working knowledge of IT systems; input and update data as needed.
Arrange meetings, take messages, and support communication across sites.
Assist in training new staff on IT systems and local databases.
Organise and prioritise daily workload effectively, multitasking as needed.
Provide business support to other community-based teams (e.g., CAT & CART) when required.
Attend staff meetings, training, and personal development sessions.
Maintain data and systems as required by management (e.g., Manpower Returns).
Process staff travel claims and deliver them to the Workforce Development Team.
Place and track orders for the team, liaising with Procurement as necessary.
Undertake any other duties as required to ensure smooth service operation.
Working for our organisation
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
To deal appropriately with all phone referrals and enquiries, using initiative as to their disposition.
To process referrals for the HID team in a timely manner liaising with the referrer, team as required.
Manage and audit patients discharge notes and file appropriately.
Implement /maintain/monitor archiving systems (including deceased files).
To be responsible for the creation, population, maintaining and developing of all systems required by the Hospital Integrated Discharge Team. To provide information to Management in a timely and reliable fashion as required.
Creation of new forms and stationery for the team.
To manage all incoming mail, using initiative as to distribution.
Participate in the development of the Hospital Integrated Discharge Team.
To act as a minute taker for team meetings and family meetings as required, transcribing in appropriate format and 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 as required.
To arrange meetings, taking messages and facilitating communication across the all sites involved as required.
To be available to help train new staff in the use of the IT systems and all local databases.
Flexible working to cover all duties organising own day to day work, multi-tasking as necessary.
To undertake any other duties commensurate with the job as required, to include business support functions other community-based teams, i.e. CAT & CART where needed in order to ensure the smooth and effective running of the service as and when required.
Person specification
Experience
Essential criteria
- Knowledge of financial computer systems and other financial areas such as financial petty cash.
 - Knowledge of ICT applications, Excel, Word, Powerpoint, Internet search engines and e-mail and similar applications.
 - Experience of working with a variety of professionals.
 - Knowledge and awareness of customer care.
 - Ability to prioritise workload and work on own initiative in a pressurised environment.
 - 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
 - Able to communicate appropriately with a range of people from differing backgrounds.
 - Ability to demonstrate a clear understanding of Confidentiality & Equal Opportunities.
 
Desirable criteria
- Experience of working within a social care or health environment.
 - Knowledge of ICare, Mosaic, RiO.
 
Knowledge
Essential criteria
- Ability to organise and analyse data effectively and produce reports for Senior Management.
 - Good organisational skills.
 - Plans and organises weekly and monthly activity to meet financial or management deadlines, with good use of prioritisation.
 - 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.
 - Responsible for petty cash float - pre-paid card system, maintains stationery and office equipment
 
Qualifications
Essential criteria
- NVQ 3/RSA3 in business/finance/IT or equivalent with 3 years general admin experience.
 
Desirable criteria
- Experience of working within a social care or health environment Knowledge of ICare, Mosaic, RiO,
 
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
 - Anu Jerin
 - Job title
 - Discharge Team Lead
 - Email address
 - [email protected]
 - Telephone number
 - 07388956902
 
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