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 Administrator, Health Inclusion Team (Refugee and Asylum Seeker Service) F/T: -37.5 hrs Salary: AFC - Band 3 The Health Inclusion Team works across Lambeth, Southwark, and Lewisham to provide a comprehensive multi- disciplinary service for vulnerable clients who have difficulty accessing primary care services. Service includes health screening and other aspects of primary care at various sites such as temporary hotel accommodation, day centres and hostels. The post-holder will support the team operating at the hotel accommodation. You will have the opportunity to work in a multi-disciplinary team supporting with service provisions. We are looking for a dedicated individual with a range of office administration experience and excellent organisational skills to manage a busy office. Good communication and interpersonal skills are required as you will be working with various multi- disciplinary organisations. The post holder must also be able to problem solve, enjoys team working and have a flexible approach to work including occasional work at other sites. If you are looking for an interesting job with a wide range of responsibilities, this post will prove an exciting challenge. For an informal discussion, please contact Alice Opoku on 020 3049 4700; [email protected] Closing date: 12th May, 2024 Interviews: 28 th May a2024 Main duties of the job Provide high quality administrative support to the team which offers outreach services to the hotels and also at other sites. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms and other general administrative support. Play a key role in the efficient day to day activities of the department Often be the first point of contact for the service and communicate in a professional and courteous manner. Answer general queries and explain information relating to the department. Work at another site when required. Undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service Working for our organisation The Refugee and Asylum Service works across Lambeth, Southwark, and Lewisham to provide a high-quality comprehensive health service for refugees and asylum seekers, who have difficulty accessing primary care services. We are an excellent award-winning service (two-time Winner of Lamy Award, Regional Winner of Health and Social Care Award for Improving Health and Reducing Inequalities, Inclusion Award Winner of Kolfoworla Abeni Pratt Fellowship, Winner of BMJ Award, Winner of GSTT Care Award) and a friendly team that aims to assist these clients to access mainstream health services. Detailed job description and main responsibilities 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. 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 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. Act as first point of contact for callers, visitors and deliveries to the department. Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place. 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. 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. Provide support with patient referrals and administer in line with timings and requirements as set out in Trust and National policies To support staff with troubleshooting and basic types of IT help desk functions. Provide support and leadership as well as supervision to temp administrators. Supervise the day to day responsibilities of temporary staff when required, including allocating and monitoring/assessing their work. Record and return timely and accurate statistical data as required by the department, community directorate and the Trust. Keep accurate written records of assessment and treatment accordance with standards set and to input data into the electronic patient care notes system. Record and return timely and accurate statistical data as required by the department, community directorate and the Trust. Follow and adhere to our trust policy on Information Governance. Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures. 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. Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required. Maintain professional status and competence, taking responsibility for keeping own knowledge and skills up to date by engaging in and directing continuous professional development and lifelong learning. Person specification Qualifications/Education Essential criteria Good general education with English and Maths to GCSE standard or equivalent NVQ 2, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles Desirable criteria Minimum 50+ wpm typing speed Previous experience Essential criteria Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service Experience working in a customer service setting Desirable criteria Experience of working with marginalised groups, such as refugees and asylum seekers. Skills/ Knowledge/ Ability Essential criteria Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel Ability to work as part of a team as well as using own initiative Excellent organisational skills and attention to detail Excellent command of English – both written and spoken Ability to work methodically in a busy environment and meet deadlines Ability to develop and maintain good working relationships with all levels of staff Ability to handle confidential and sensitive information appropriately Desirable criteria Experience of using Language Line with patients/clients whose first language is not English Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. Flexible working We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process. Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Please apply for this post by clicking "Apply Online Now." Applicant requirements This post will require a submission for Disclosure to be made to check for any unspent criminal convictions. Further details / informal visits contact Name Alice Opoku Job title Service Administrator Email address [email protected] Telephone number 020 3049 4700 Additional information Please contact within the working hours (9am-5pm)