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 The Administrator will provide high quality administrative support to the department. Tasks will include typing, reception duties, customer service, maintaining databases, 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. Please Note: Vacancy may close early due to high numbers of applications Main duties of the job · Provide high quality administrative support to the department. This may include referral admin triage, admitting and discharging patients from the Lounge on Epic, liaising with ward staff to facilitate referrals and transfers to the Lounge. · Ordering department supplies such as stationery plus any other ad hoc duties. http://gti/services/organisational-devt/values-behaviours/our-values.aspx Typing and formatting of letters, minutes 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 within the service, including cross cover for administrative team members as required · 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. · Transport booking for patients being discharged from the hospital · Supporting with data collation and analysis to monitor trends and performance Working for our organisation The Discharge Lounge Department is part of Acute and General Medicine Directorate and the Administrator post will be based within the Discharge Lounge areas at St Thomas’ Hospital and Guys Hospital sites. The Administrator will be responsible for a full range of Administrative duties in support of the Discharge Lounge team either directly or indirectly. The post will operate on a rotational basis between different duty areas across site. This post will be expected to carry out duties such as: · Processing patient referrals from the wards. · Admitting and discharging patients from the Discharge Lounge on the Epic system. · Data entry and validation on Share Point database as well other Trust patient electronic admin systems like Epic. · Answering telephone calls and rerouting queries to the appropriate staff within the team. · Providing reception cover across site Organisational Values 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: · Caring · Ambitious · Inclusive 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 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. The post holder is required to follow Trust policies and procedures which are regularly updated including: Confidentiality / Data Protection / Freedom of Information Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the Trust’s FOI procedure if they receive a written request for information. Information Governance All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act), following national guidance (such as the NHS Confidentiality Code of Practice) and compliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner. Equal Opportunities Post holders must at all times fulfil their responsibilities with regard to the Trust’s Equal Opportunities Policy and equality laws. Health and Safety All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trust’s health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees. Infection Control All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with Trust infection screening and immunisation policies as well as be familiar with the Trust’s Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps. Risk Management All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trust’s use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated by the Trust to be mandatory. Flexible Working 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. Safeguarding Children and Vulnerable Adults Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role. Sustainability It is the responsibility of all staff to minimise the Trust’s environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimising water usage and reporting faults promptly. Person specification Qualifications/ Education Essential criteria Good general education with English and Maths to GCSE standard or equivalent NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. Experience in administrative roles Skills/ Knowledge/ Ability Essential criteria Ability to work as part of a team as well as using own initiative Able to demonstrate excellent written English including grammar, punctuation and structuring written text Ability to handle confidential and sensitive information appropriately Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel Ability to work methodically in a busy environment and meet deadlines Other Requirments Essential criteria Ability and willingness to work at different locations & sites to meet the needs of the service, and to be flexible in their approach to the work, according to priorities and changing organisational systems Ability to develop and maintain good working relationships with all levels of staff Previous experience Essential criteria Experience working in a customer service setting 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 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 Ifeanyi Oparaku Job title Service Manager Email address [email protected] Telephone number 07926077659