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 motivated and enthusiastic person, with excellent interpersonal skills and good telephone manner, to join the reception team within the Evelina Children’s Community Services based at the Sunshine House. This post will keep you active yet is enjoyable, requiring someone who is keen to meet with a variety of people, especially parents/carers and children. You will need to undertake duties such as greeting and directing clients, maintaining a tidy and organised reception area, operate a central room booking system, dealing with deliveries, as well as undertake typing of letters and other documents. Good computer skills are a must alongside the ability to work unsupervised and use your own initiative. We offer a supportive environment where your contribution is valued and your development is encouraged. If you would like to hear more then please call Marcia Brown, Service Manager on 02039890363 Main duties of the job The Administrator will provide high quality administrative support to the department. Tasks will include reception duties, wayfinder & customer service, typing and distributing medical reports,, maintaining databases, filing, and booking meeting rooms and general administrative support for the building/ Department. The Administrator Receptionist will play a key role in the efficient day to day activities of the department and building. The post holder will often be the first point of contact for the building 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. Working for our organisation We provide a comprehensive range of services for the 121,000 children and young people that live in Lambeth and Southwark. This includes universal services – health visiting, family nurse partnership, school nursing, nutrition and dietetics, and a newborn hearing screening programme. Our specialist services cover community paediatrics, speech and language therapy, physiotherapy, occupational therapy, complex needs nursing, sickle cell and audiology. As well as part of statutory services including looked after children, child protection, safeguarding, and adoption and fostering. We have two main health centres, Mary Sheridan Centre in Lambeth and Sunshine House in Southwark but we have many more across Lambeth and Southwark. We also provide services in schools, community buildings, in families’ homes, and occasionally in hospital. Through group sessions and individual appointments, face-to-face and virtual, we hold over 176,000 appointments every year Detailed job description and main responsibilities Announce clients, visitors and callers to relevant staff members Log in arrival time of patients using Care Notes, checking clients’ addresses, updating Care Notes as necessary, and forward details to clinic administrators as appropriate Print off appointments for following day using Care Notes Clinic Appointments and HCP Diaries ie for Physio, OT, SLT, Drs appointments Check daily for, and link correspondence and filing to, clinic appointments Process Patient Experience Wayfinding – process Covid Checklist Respond to panic, fire and disabled toilet alarms Process incident/accident reporting in line with local procedures and notify the management team Update and display visitor and staff signing in/out sheets and staff telephone list Send all staff emails as required Sort post for the Sunshine House /Trust mail collections Distribute incoming post to staff pigeon-holes Ensure postage stamps are available, ordering when required Arrange and record correspondence sent by special delivery post Receive, sign for, and distribute deliveries ensuring safe storage of boxes etc until collected Distribute prescription request for patient - add date stamp and write initials on back Report site issues, faults and repairs as appropriate, including to CHP & Facilities via Kudos; liaise with Kudos staff to carry out jobs; and update log book of jobs Ordering, receipting, and distributing of stationery and other orders using Oracle SmartOrder Take delivery of general stationery on arrival and distribute and replenish stationery cupboards Maintain adequate stock of copy paper, photocopier toners, and water bottles, ordering as required Report photocopier faults to the IT engineers for callouts Administer petty cash system Print off daily room bookings details Book rooms for internal and external people using Sunshine House booking system Deal with urine and other samples (non Chain of Evidence) – inform CDW team to process, or process in their absence (arrange for transport to hospital) Inform staff as appropriate of Chain of Evidence samples Issue swipe cards to visitors and staff and maintain record of cards issued Issue keys and maintain record of who has keys Carry out archiving of files using spreadsheets and Word documents Operate the car park barrier using the intercom Update electronic boards and switch off the system at the end of each working day Occasionally assist in the preparation of large mail shots Assist with the archival of records process Provide general information relating to the Trust and contact relevant staff members as appropriate Distribute clinical report/letter(s) in line with agreed standards Process waiting list letters Arrange collection of confidential waste and maintain stock of waste bags and tags. Ethnic Monitoring – Update the Carenotes system Arrange collection of Broken/Unused Computer/Electrical Equipment Person specification 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 Experience Essential criteria Experience working in a customer service setting Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service Skills/Knowledge/Ability Essential criteria Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel Able to demonstrate excellent written English including grammar, punctuation and structuring written text Ability to work as part of a team as well as using own initiative 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 Marcia Brown Job title Service Manager Email address [email protected] Telephone number 02039890363