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 Rehab and therapies department is within the Heart, lung and critical care group together with Speech and Language therapy, physiotherapy, pulmonary rehabilitation, psychological medicine and cardiovascular prevention & rehabilitation. The Administrator will provide high quality administrative support to the department. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms and 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. Main duties of the job Be responsible for the scheduling of outpatient, elective admissions and all associated appointments according to clinical urgency and length of wait in accordance with departmental procedures and Trust Policies. Liaise with patients prior to their visit to ensure that a mutually convenient date and time is agreed. Ensure that patients are appropriately reminded of their appointments. This may include sending reminder letters or contacting patients by telephone, up to seven days before their visit to re-confirm attendance in line with departmental protocols. Provide high quality administrative support to the department. This may include booking meeting rooms and hospitality, ordering department supplies such as stationery. Typing and formatting of letters, reports, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages. • 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. • Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required. • Undertake any other reasonable duties necessary to ensure the smooth running of the service. Working for our organisation Royal Brompton and Harefield hospitals joined Guy’s and St Thomas’ in February 2021 and is the largest specialist heart and lung centre in the UK and among the largest in Europe. We provide treatment for people with heart and lung disease, including rare and complex conditions, offering some of the most sophisticated treatment that is available anywhere in the world. Our integrated approach to caring for patients from before birth, through childhood, adolescence and into adulthood and old age has been replicated around the world and has gained Royal Brompton and Harefield an international reputation as a leader in heart and lung diagnosis, treatment and research. Detailed job description and main responsibilities The duties and responsibilities listed below are representative of the Administrator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service Be responsible for the scheduling of outpatient, elective admissions and all associated appointments according to clinical urgency and length of wait in accordance with departmental procedures and Trust Policies. Liaise with patients prior to their visit to ensure that a mutually convenient date and time is agreed. Ensure that patients are appropriately reminded of their appointments. This may include sending reminder letters or contacting patients by telephone, up to seven days before their visit to re-confirm attendance in line with departmental protocols. Provide a courteous and efficient point of contact for patients over the telephone. Provide high quality administrative support to the department. This may include booking 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, 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. • Covering front desk duties as required. • Reporting and monitoring any maintenance / facilities as appropriate. Person specification Customer Service Essential criteria Customer Service bakcground Desirable criteria Customer Service NVQ Level 3 Communication Skills Essential criteria Verbally convey in an organised structure complex information Desirable criteria Convey in an organised structure complex information in writing NHS Targets Essential criteria An understanding of the internal milestones that support NHS Targets Desirable criteria A le to provide specific detail of internal milestones which support NHS Targets 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 will require a submission for Disclosure to be made to check for any unspent criminal convictions. Further details / informal visits contact Name Helen Sheen Job title Assistant Service Manager Email address [email protected]