R&T Administrator - Royal Brompton Hospital | Guy's and St Thomas' NHS Foundation Trust
| Posting date: | 18 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £27,948 - £29,468 pa inc HCAS |
| Hours: | Full time |
| Closing date: | 18 May 2024 |
| Location: | London, SW3 6NP |
| Company: | Guys and St Thomas NHS Foundation Trust |
| Job type: | Contract |
| Job reference: | 6215828/196-AC360 |
Summary
Rehab and therapies department is within the Heart, lung and critical care group together with Speech and Language therapy, physiotherapy, pulmonary rehabilitation, psychological medicine and cardiovascular prevention & rehabilitation.
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.
• Be responsible for the scheduling of outpatient, elective admissions and all associated appointments according to clinical urgency and length of wait in accordance with departmental procedures and Trust Policies.
• Liaise with patients prior to their visit to ensure that a mutually convenient date and time is agreed.
• Ensure that patients are appropriately reminded of their appointments. This may include sending reminder letters or contacting patients by telephone, up to seven days before their visit to re-confirm attendance in line with departmental protocols.
• Provide high quality administrative support to the department. This may include booking meeting rooms and hospitality, ordering department supplies such as stationery.
• Typing and formatting of letters, reports, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.
• 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.
• Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required.
• Undertake any other reasonable duties necessary to ensure the smooth running of the service.
Royal Brompton and Harefield hospitals joined Guy’s and St Thomas’ in February 2021 and is the largest specialist heart and lung centre in the UK and among the largest in Europe. We provide treatment for people with heart and lung disease, including rare and complex conditions, offering some of the most sophisticated treatment that is available anywhere in the world.
Our integrated approach to caring for patients from before birth, through childhood, adolescence and into adulthood and old age has been replicated around the world and has gained Royal Brompton and Harefield an international reputation as a leader in heart and lung diagnosis, treatment and research.
The duties and responsibilities listed below are representative of the Administrator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service
Be responsible for the scheduling of outpatient, elective admissions and all associated appointments according to clinical urgency and length of wait in accordance with departmental procedures and Trust Policies.
Liaise with patients prior to their visit to ensure that a mutually convenient date and time is agreed.
Ensure that patients are appropriately reminded of their appointments. This may include sending reminder letters or contacting patients by telephone, up to seven days before their visit to re-confirm attendance in line with departmental protocols.
Provide a courteous and efficient point of contact for patients over the telephone.
Provide high quality administrative support to the department. This may include booking 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, 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.
This advert closes on Monday 29 Apr 2024