Job overview An exciting opportunity has arisen within the Clinical Haematology department's new Young Adult Unit (YAU). We are seeking a permanent part-time (22.5 hours / 3 days a week) Band 3 Administrator for our new YAU based at Guy's Hospital. The Young Adult Unit (YAU) is a new self-contained specialist unit to deliver inpatient and ambulatory care for young people (16 to 24 years old) with cancer and blood malignancies. The unit will provide 5 inpatient beds and 6 ambulatory beds/chairs, a Social Space, a Café, The Nest and a Counselling Room. You will support with the administrative functions of the unit. This will involve working at reception, dealing with patient queries and processing referrals. Main duties of the job The Administrator will provide high quality administrative support to the unit. Tasks will include reception duties, communicating with patients, customer service, maintaining databases, booking procedures and general administrative support to the unit. The Administrator will play a key role in the efficient day to day activities of the unit. The post holder will often be the first point of contact for the department and will be required to meet and greet patients whilst communicating in a professional and courteous manner. The post holder will answer general queries and explain information relating to the unit. *You will need to work 9am-5pm so that reception is covered during opening hours. Days required are Wednesdays - Fridays* Working for our organisation Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand and reflect these values throughout your employment with the Trust. The post holder will: a. Put patients first b. Take pride in what they do c. Respect others d. Strive to be the best e. Act with integrity Our values and behaviours framework describes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet . Detailed job description and main responsibilities Main Duties Being the first point of contact for patients when covering the reception desk Maintaining the smooth running of the unit Booking patient appointments/procedures Answering patient queries via email and telephone Provide administrative support within the service, including cross cover for administrative team members as required 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 unit. 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. General Office Duties Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures. Photocopying, collation and distribution of reports, correspondence, handouts etc. Establish and maintain accurate and efficient filing systems and spreadsheets. Ensure the department is maintained and kept tidy at all times. Reporting and monitoring any maintenance / facilities as appropriate. Covering front desk duties as required. Person specification Qualifications Essential criteria Good general education with English and Maths to GCSE standard or equivalent Relevant NVQ 3 or evidence of equivalent experience e.g. Experience in administrative roles Experience Essential criteria Proven experience of working in an administrative role Experience of working in a customer focused environment demonstrating the ability to deal difficult customers and challenging situations Desirable criteria Experience of an administrative role within the NHS Knowledge of medical terminology Skills and Knowledge 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 Ability to handle confidential and sensitive information appropriately 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. Further details / informal visits contact Name Natalie Stowell Job title Service Manager Email address [email protected]