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 within the Dental Services Directorate. We are looking to recruit motivated and enthusiastic Band 3 Patient Access Coordinators to join the Dental Services team at Guy's and St Thomas’ Hospitals We are recruiting for offices roles that will include a variety of responsibilities; such as booking appointments, dealing with patient queries, referral management, call centre cover, and other administrative duties. The post holder must have excellent customer service skills, both face-to-face and over the phone, as they will often be the first point of contact for dentists, nurses, managers and patients. They will have a focus on teamwork and reliability, and be able to manage their own workload and priorities. They will be a clear and tactful communicator with the ability to develop strong working relationships with a wide range of people. They will have a mature attitude with good problem-solving abilities and a flexible, can-do approach. We hope to recruit a candidate with a positive attitude who wants to make a difference. These vacancies are for 2x Full Time, and Permanent Patient Access Coordinators within the Dental Reception (Full time, 37.5 hours per week). Some roles involve working shift patterns, including evenings (e.g 12pm-8pm shift) Shortlisted applicants will attend an assessment via MS Teams. Main duties of the job 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. 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. Providing support and leadership as well as supervision to the Band 2 administrators. 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. Communication with patients via call centre and email inboxes Working for our organisation The Guy’s Dental Hospital is the largest dental hospital in the UK. It forms part of the ‘King’s College London Dental Institute at Guy’s, King’s College and St Thomas’ Hospitals’ the largest Dental Institute in Europe. The 2017 QS rankings rated the overall Dental Institute 1st in the UK, 1st in Europe and 4th in the world. We seek to strengthen our position as an outstanding Academic Health Sciences Centre (AHSC) delivering clinical care, research, teaching and training. Further details of the Dental Institute may be found on its website: www.kcl.ac.uk/dentistry. 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: Put patients first Take pride in what they do Respect others Strive to be the best 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 Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, 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. 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. Providing support and leadership as well as supervision to the Band 2 administrators. 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. 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. Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place. 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. Reporting and monitoring any maintenance / facilities as appropriate. Covering front desk duties as required Person specification Qualifications Essential criteria Functional Requirements GCSE or equivalent Maths & English Desirable criteria Customer service qualification/training Experienc Essential criteria Proven experience of working in an administrative role demonstrating evidence of: 1. competent data collection and data quality 2. working with confidential documents and information Experience of working in a customer focused environment demonstrating the ability to deal difficult customers and challenging situations Experience of working both autonomously and in a team Desirable criteria Experience of working both autonomously and in a team Knowledge of medical terminology Skills Essential criteria Excellent communication skills Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines. Proficient IT skills experience of using Microsoft Word, Excel and Outlook Ability to work on own initiative and with minimal supervision Ability to work within a team and develop good working relationships with colleagues at all levels Ability to work within a team and develop good working relationships with colleagues at all levels Desirable criteria Ability to work within a team and develop good working relationships with colleagues at all levels Knowledge of the key waiting times targets including 18 weeks 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 Ayush Bhatt Job title Assistant Service Manager Email address [email protected]