Administrator | Guy's and St Thomas' NHS Foundation Trust
| Posting date: | 02 October 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £29,485 - £31,088 pa inclusive of HCAS |
| Hours: | Full time |
| Closing date: | 01 November 2024 |
| Location: | London, SW3 6NP |
| Company: | Guys and St Thomas NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6626739/196-AC563 |
Summary
The Administrator will provide high quality administrative support to the department. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments, processing incoming and outgoing referrals, handling telephone calls and emails, 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.
Main Duties
· Provide high quality administrative support to the department, this may include booking meeting rooms and hospitality, organising audio-visual equipment, ordering department supplies and any other ad hoc duties.
· Booking appointments, handling telephone and email enquiries.
· Processing incoming and outgoing referrals.
· Typing and formatting letters, reports, minutes, presentations 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.
· Provide advice and support to new or less experienced employees on own administrative duties.
· Maintain departmental and national 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.
Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals – Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield – as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.
We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.
We have a long tradition of clinical and scientific achievement and – as part of King’s Health Partners – we are one of England’s eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research’s biomedical research centres, established with King’s College London in 2007, as well as dedicated clinical research facilities.
We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.
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.
· Booking appointments, handling telephone and email enquiries.
· Processing incoming and outgoing referrals.
· 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 and national 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.
This advert closes on Wednesday 9 Oct 2024