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 An exciting opportunity has arisen for a permanent Band 3 Administrator to join our Patient Appliances multi-disciplinary team based at Guy's and St Thomas' is one of the largest hospital Trusts in the country, with a staff of over 25,000 and 2.6 million patient contacts a year. The Trust comprises two of London’s oldest and best-known teaching hospitals. The hospitals have a long history, dating back almost 900 years, and have been at the forefront of medical progress and innovation since they were founded. Both hospitals have built on these traditions and continue to have a reputation for excellence and innovation. This opportunity is for someone with administrative experience and commitment to the role. If you think this could be you, we would welcome your application. Our regional centre covers South East London and provides outpatient prosthetic and amputee assessment and rehabilitation for patients of all ages with congenital limb deficiency or following planned or emergency amputations. We treat both upper and lower limb patients as well a small veteran population. There is no separate team for children – the transition from childhood to adulthood is seamless. We work closely with the GSTT inpatient amputee rehabilitation Unit (ARU) team, GSTT acute vascular and amputee therapists and outpatient amputee physiotherapists at 5 local hospitals. Main duties of the job The Administrator will often be the first point of contact for patients and service users and will be required to communicate in a professional and courteous manner at all times. The role requires the Administrator to answer general queries and understand and explain relevant information relating to the service and team. The Administrator will play a key role in the efficient day to day activities of the running of the service. Tasks will include typing, customer service, maintaining databases, booking appointments/meetings, filing, organising and booking meeting rooms, taking meeting minutes and disseminating agendas to the wider team and providing general administrative support to the Department. As part of the wider Specialist Rehab services, the post holder will be required to work within a wider administrative group and provide occasional reception cover. This will ensure that, at every contact with the Trust, patients are able to speak to staff who understand their scheduling needs and that clinical teams are always supported by knowledgeable administrative staff. Please see attached Job description and Person Specification for full details. Working for our organisation The department comprises 4 main services; Orthotics, Amputee Rehabilitation (Prosthetics), Wheelchairs & Special seating and Assistive Communication Services. The services are Allied Health professional led (AHP) with a consultant in rehabilitation medicine .Each team is made up of administrative, clinical staff, rehabilitation engineers as well as workshop technicians and an IT technician who all work together to provide excellent services to our patients. We are based in Crystal Palace, between the over land stations of Crystal Palace and Gipsy Hill. Detailed job description and main responsibilities Provide high quality administrative support to the clinical team. This may include booking meeting rooms, organising training events, or conferences, organising audio-visual equipment, ordering department supplies such as stationery plus any other ad hoc duties. 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. Work closely with other Amputee Rehab pathway Administrators across the service to ensure timely and coordinated management of patient appointments 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 service. Be responsible for the scheduling of therapy clinic appointments according to urgency and length of wait in accordance with service procedures, protocols and Trust Policies. This may include sending appointment letters or contacting patients by telephone to set up appointments. Liaise with patients prior to their visit to ensure that a mutually convenient date and time is agreed. Person specification Qualifications and Education Essential criteria Good level of 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 Desirable criteria Customer service qualification/training IT package qualification/training such as European Computer Driving Licence (ECDL) Experience Essential criteria Experience working in a customer service setting Experience of working both autonomously and in a team Skills Essential criteria Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel Excellent organisational skills and attention to detail Ability to work methodically in a busy environment and meet deadlines Ability to handle confidential and sensitive information appropriately Desirable criteria Knowledge of medical terminology Knowledge of the key waiting times targets Experience of working with hospital administration systems e.g. PiMS and hospital systems 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 is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service. Further details / informal visits contact Name Louise Farmer Job title Assistant Service Manager - Patient Appliances Email address [email protected]