Universal Services Administrator

Guy's and St Thomas' NHS Foundation Trust

This job is now closed

Job summary

We are delighted to be in a position to advertise for an Administrator within the Universal Services Team, part of Evelina Community Services.The successful candidate will join a team of administrators who support the Universal Services teams to ensure the delivery of a seamless service forchildren in Lambeth and Southwark.

This is an excellent opportunity for those looking to develop their experience and skills in administration and management. We are looking for a highly organised person who is able to prioritise a busy workload in a demanding environment and perform well under pressure.

Main duties of the job

Main Duties

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.
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.
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.
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.

About us

Guy's and St Thomas' is one of the largest hospital trusts in the country, with around 22,000 staff; an annual turnover of more than £2.4 billion; and 2.2 million patient contacts a year. Our hospitals have a long and proud history, dating back almost 900 years, and have been at the forefront of medical progress and innovation since they were founded. We continue to build on these traditions and have a reputation for clinical, teaching and research excellence.

We provide a full range of hospital services for our local communities and community services for patients in Lambeth and Southwark. We also provide specialist services for patients from further afield, including cancer, cardiac, kidney, women's and orthopaedic services, and we are home to the Evelina Children's Hospital. Since February 2021, Royal Brompton and Harefield hospitals have become a new clinical group within Guy's and St. Thomas'. Seewww.guysandstthomas.nhs.uk.

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. We also have a positive approach to corporate social responsibility and are keen to engage our staff in an agenda that ranges from promoting environmental sustainability to the creation of local employment opportunities.

Date posted

15 September 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£27,948 to £29,468 a year pa

Contract

Permanent

Working pattern

Full-time

Reference number

196-A&C50

Job locations

London

Mary Sheridan Centre For Child Health 5 Dugard Way, London SE11 4TH

London

SE11 4TH

Job description

Job responsibilities

The post holder is responsible for the collation of data for the service using relevant databases and clinical systems, and will provide a high standard of professional and patient focused service to a range of Trust-wide specialties' and will support the function on a day-to day operational basis.

The successful candidate will develop a good understanding of clinical systems, display strong communication skills, attention to details and be proactive to achieve desired outcomes.

Candidates must be flexible to the needs of the service, attend meetings as and when necessary and have excellent communication skills. This is an opportunity join a great team and environment where you are enabled to develop.

The post holder will answer general queries and explain information relating to the department. The post holder requires excellent communication skills and previous hospital and community health experience would be desired.

You will be key to the smooth running of the service, acting as the vital link between the service and service users. You will coordinate appointment bookings, incoming calls to the advice line and a shared inbox; Liaising with the Universal Service teams and wider Trust.

The following attributes are required so if you are the right person, please apply:* You will be proactive with a can do attitude and a commitment to high quality performance; recognising the benefits of innovation andadaptability in a changing NHS environment.* You will be in possession of good written and verbal communication, inter-personal and administration skills with the ability to work flexibly withina fast-paced, challenging environment.* You will be able to demonstrate working to deadlines and maintain a professional courteous service in a sometimes pressured environment.* You will be able to work both independently and as part of a team.* You will be able to demonstrate the ability to multi-task, be highly organised, adaptable, motivated, reliable, willing and able take personalresponsibility.

For further details please see attached the job description and person specification for more information.

Job description

Job responsibilities

The successful candidate will develop a good understanding of clinical systems, display strong communication skills, attention to details and be proactive to achieve desired outcomes.

For further details please see attached the job description and person specification for more information.

Person Specification

Qualifications/ Education

Essential

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

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

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

Experience working in a customer service setting

Person Specification

Qualifications/ Education

Essential

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

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

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

Experience working in a customer service setting

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information