Job summary
The Theatres, Anaesthetics and Perioperative Medicine (TAP) Directorate supports the patient journey from Pre Operative Assessment through to surgery.
This administrative team covers a number of clinical areas responsible for dealing with patient queries, scheduling and making admission arrangements, including clinic management and Theatre Reception.
The Trust patient management system is Epic, training will be provided as required.
Staff are rostered on a shift basis, with a mixed working pattern, including Saturdays as part of the working week.
The Pre Operative Assessment Clinic is a Monday to Saturday service, open from 08.00 to 19.00.
Theatre Reception and the Surgical Admissions Lounges are staffed Monday to Saturday 07.00 to 20.00.
Sunday and Bank Holiday working may be required in the future as the services develop.
Enhanced pay rates are available for any weekend hours worked.
Staff are assigned to one team, but may be asked to cross cover in another area.
Main duties of the job
- Booking appointments, answering calls and respond to correspondence in a timely manner.
- Provide high quality administrative support to the department.
- 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.
- 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.
- Reception duties by welcoming, arriving and departing the patients attending appointments.
About us
The Theatres, Anaesthetics and Perioperative Medicine directorate is one of the largest clinical support directorates in GSTT and provides anaesthetic and allied staff support to the theatres across St. Thomas and Guy's Hospital sites. With 40 operating theatres in the main and day surgery adult complex, as well as additional theatre and infrastructure in satellite sites (maternity, eyes, dental, Cath labs) which benchmark nationally as some of the most highly productive theatres in England. We support both the elective and emergency work streams and provide anaesthetic cover to both hospital sites for emergency work.
The department has a staffing establishment of c.900 with one of the largest medical and nursing workforce groups within the trust.
The directorate is anticipated to grow significantly with plans for workforce development and design and opportunities to further improve our theatre estate and utilisation and build additional capacity.
The Administrator is responsible for managing the day to day service and workload, including and not limited to booking appointments, answering calls, dealing with correspondence as well as communicating with multidisciplinary teams in order to effectively support the team.
Job description
Job responsibilities
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.
Where based at a Community site, the post might also involve assisting with aspects of site/facilities management, such as assisting with organising repairs and maintenance at the site.
Job description
Job responsibilities
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.
Where based at a Community site, the post might also involve assisting with aspects of site/facilities management, such as assisting with organising repairs and maintenance at the site.
Person Specification
Qualifications/ Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
Previous experience
Essential
- Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service
- Experience working in a customer service setting
Skills/ Knowledge/ Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Ability to work as part of a team as well as using own initiative
- Confidence in making decisions when dealing with competing priorities
- Ability to work methodically in a busy environment and meet deadlines
- To be flexible in their approach to the work, according to priorities and changing organisational systems
NHS Systems
Desirable
- Experience of working with clinical systems (EPIC, DA Language Support, Envoy)
Person Specification
Qualifications/ Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
Previous experience
Essential
- Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service
- Experience working in a customer service setting
Skills/ Knowledge/ Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Ability to work as part of a team as well as using own initiative
- Confidence in making decisions when dealing with competing priorities
- Ability to work methodically in a busy environment and meet deadlines
- To be flexible in their approach to the work, according to priorities and changing organisational systems
NHS Systems
Desirable
- Experience of working with clinical systems (EPIC, DA Language Support, Envoy)
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).
