Job summary
An exciting opportunity has arisen within the Hearing Implant & Adult Audiology Department. We are seeking a permanent Band 3 Administrator for our Hearing Implant Team based at St Thomas' Hospital.
You will join a team of administrators in running the administrative functions of the unit. This will involve working at reception, dealing with patient appointment queries, scheduling appointments, and processing referrals, amongst other things.
Please Note: Vacancy may close early due to high numbers of applications.
Main duties of the job
The Administrator will provide high quality administrative support to the department. Tasks will include reception duties, communicating with patients, customer service, maintaining databases, booking appointments 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 professionally and courteously.
The post holder will answer general queries and explain information relating to the department.
About us
Guy's and St Thomas' NHS Foundation Trust comprises five of the UK's best known hospitals - Guy's, St Thomas', Evelina London Children's Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.
We have a long tradition of clinical and scientific achievement and - as part of King's Health Partners - we are one of England's eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research's biomedical research centres, established with King's College London in 2007, as well as dedicated clinical research facilities.
We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.
We strive to recruit and retain the best staff as the dedication and skills of our employees lie at the heart of our organisation and ensure that our services are of the highest quality, safe and focused on our patients.
Job description
Job responsibilities
Main Duties
- Being the first point of contact for patients when covering the reception desk
- Maintaining the smooth running of a clinic
- Booking patient appointments
- Answering patient queries via email and telephone
- 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
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.
General Office Duties
- Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures.
- Photocopying, collation and distribution of reports, correspondence, handouts etc.
- Establish and maintain accurate and efficient filing systems and spreadsheets.
- 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.
Job description
Job responsibilities
Main Duties
- Being the first point of contact for patients when covering the reception desk
- Maintaining the smooth running of a clinic
- Booking patient appointments
- Answering patient queries via email and telephone
- 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
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.
General Office Duties
- Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures.
- Photocopying, collation and distribution of reports, correspondence, handouts etc.
- Establish and maintain accurate and efficient filing systems and spreadsheets.
- 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 and 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
Previous Experience
Essential
- Proven experience of working in an administrative role
- Experience of working in a customer focused environment demonstrating the ability to deal difficult customers and challenging situations
Desirable
- Ability to work methodically in a busy environment and meet deadlines
- Experience of an administrative role within the NHS
Skills/Knowledge/Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Ability to handle confidential and sensitive information appropriately
- Excellent organisational skills and attention to detail
- Ability to work as part of a team as well as using own initiative
Person Specification
Qualifications and 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
Previous Experience
Essential
- Proven experience of working in an administrative role
- Experience of working in a customer focused environment demonstrating the ability to deal difficult customers and challenging situations
Desirable
- Ability to work methodically in a busy environment and meet deadlines
- Experience of an administrative role within the NHS
Skills/Knowledge/Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Ability to handle confidential and sensitive information appropriately
- Excellent organisational skills and attention to detail
- Ability to work as part of a team as well as using own initiative
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.
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
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.
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).
