Job summary
Mobile Site Administrator Position
Full Time position
Monday to Friday - ILS Community sites to be flexible to work in all GSTT Community Sites
A rewarding opportunity has emerged for an enthusiastic administrator to join the Site Administration team within the Integrated Local Services directorate.
The role within the Site Administration team is a vital one, ensuring the smooth running of 14 health centres across Lambeth and Southwark. The administrator's key duties include providing customer service, processing appointments, addressing patient queries, and upholding health and safety standards. The role also requires strong IT skills, customer service experience, and an understanding of health and safety policies. As an integral part of the team, the administrator will have opportunities to participate in site improvement projects and contribute to the ongoing development of the services offered.
Main duties of the job
- Flexibility to travel across boroughs
- Be the first point of contact for patients and visitors
- Processing referrals and booking follow up appointments
- Answering the telephone and directing calls
- Dealing with patient queries
- Dealing with the facilities queries
- Site Administration
- Reporting faults
- Booking patient transportation
- Dealing with site related issues and everyday queries.
- Ensuring health & safety standards are met and maintained throughout the building.
About us
The Integrated Local Services directorate within this clinical group provides a range of community and inpatient health services for adults within the communities of Lambeth and Southwark, with some services also provided in Lewisham. Our hospital-based inpatient and outpatient services provide care for adults from across the region.
The services provided by the directorate include neighbourhood nursing, specialist rehabilitation and reablement (bed and home based), specialist palliative care and end of life care, vulnerable adults and prevention services, the @Home service, customer services and site administration services. Services are delivered in various locations, including health centres, community bed-based units, patients' homes and a range of other community locations. Our inpatient hospital services serve the Guy's and St Thomas' sites. Our services work closely with all inpatient teams at Guy's, St Thomas', and King's College hospitals and collaborate closely with social services, mental health services and the voluntary sector.
Job description
Job responsibilities
Duties and ResponsibilitiesReception Duties Provide a high-quality reception service, with minimal supervision, to all users ensuring an efficient, professional and prompt reception and administration service is delivered at all times
To maintain a visitor register at reception.
Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users
Manage all telephone calls according to departmental standards and respond appropriately to maintain effective communication channels.
To deal with and work through complex and challenging enquiries from patients, service users, carers, family members, referrers, partner organisations and staff in the Organisation in a courteous, efficient and tactful manner ensuring wherever possible that there is a positive outcome
General site administration
Monitor stationery and clinical supplies to shared clinical space, ensuring good stock control and notifying relevant named individuals to place orders and replenish when necessary Ensure office equipment and computers are operational and in working condition Be responsible for keeping the reception and waiting area tidy. Maintaining the notice boards, ensuring information is up to date and consistent with CQC environment requirements. To conduct a site walk round to maintain health and safety standards, and to report to Essentia any faults or incidents such as security issues/ alarm problems.
To receive and direct contractors attending the site
To receive and distribute deliveries and supplies
Job description
Job responsibilities
Duties and ResponsibilitiesReception Duties Provide a high-quality reception service, with minimal supervision, to all users ensuring an efficient, professional and prompt reception and administration service is delivered at all times
To maintain a visitor register at reception.
Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users
Manage all telephone calls according to departmental standards and respond appropriately to maintain effective communication channels.
To deal with and work through complex and challenging enquiries from patients, service users, carers, family members, referrers, partner organisations and staff in the Organisation in a courteous, efficient and tactful manner ensuring wherever possible that there is a positive outcome
General site administration
Monitor stationery and clinical supplies to shared clinical space, ensuring good stock control and notifying relevant named individuals to place orders and replenish when necessary Ensure office equipment and computers are operational and in working condition Be responsible for keeping the reception and waiting area tidy. Maintaining the notice boards, ensuring information is up to date and consistent with CQC environment requirements. To conduct a site walk round to maintain health and safety standards, and to report to Essentia any faults or incidents such as security issues/ alarm problems.
To receive and direct contractors attending the site
To receive and distribute deliveries and supplies
Person Specification
Experience
Essential
- Experience of working in a customer focused environment in a front facing role
- Experience of managing a high volume of calls during peak periods, prioritising work and situations
- (Experience of tactfully and efficiently dealing with a variety of internal and external professionals and clients/patients ensuring their needs are met
Desirable
- General office/reception experience
- Experience in keeping systems up to date including using spreadsheets and databases
- Experience in a community health or other health care setting
Qualifications
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- NVQ customer care 3 or equivalent experience
Skills
Essential
- The ability to work unsupervised and using own initiative.
- Excellent communication skills, with the ability to: (i) relate to a diverse group of professional staff and Public (ii) communicate clearly in writing, face to face and on the phone, (iii) convey sensitive information in an appropriate manner
- Ability to work with people across a number of different organisations and at differing levels
- Ability to show empathy and understanding when dealing with service users with complex needs
- Ability to multitask e.g. using different systems, dealing with the public and data entry
- Excellent problem solving skills, with the ability to resolve conflict using own judgement.
- IT skills - experience of using Microsoft Word, Excel and Outlook proficiently
- Competent and accurate data entry and ability to file accurately
- Understanding of confidentiality and its application and maintenance in and out of the workplace
Desirable
- Experience of working with community health administration systems e.g. EPIC and Microsoft Systems..
Person Specification
Experience
Essential
- Experience of working in a customer focused environment in a front facing role
- Experience of managing a high volume of calls during peak periods, prioritising work and situations
- (Experience of tactfully and efficiently dealing with a variety of internal and external professionals and clients/patients ensuring their needs are met
Desirable
- General office/reception experience
- Experience in keeping systems up to date including using spreadsheets and databases
- Experience in a community health or other health care setting
Qualifications
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- NVQ customer care 3 or equivalent experience
Skills
Essential
- The ability to work unsupervised and using own initiative.
- Excellent communication skills, with the ability to: (i) relate to a diverse group of professional staff and Public (ii) communicate clearly in writing, face to face and on the phone, (iii) convey sensitive information in an appropriate manner
- Ability to work with people across a number of different organisations and at differing levels
- Ability to show empathy and understanding when dealing with service users with complex needs
- Ability to multitask e.g. using different systems, dealing with the public and data entry
- Excellent problem solving skills, with the ability to resolve conflict using own judgement.
- IT skills - experience of using Microsoft Word, Excel and Outlook proficiently
- Competent and accurate data entry and ability to file accurately
- Understanding of confidentiality and its application and maintenance in and out of the workplace
Desirable
- Experience of working with community health administration systems e.g. EPIC and Microsoft Systems..
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).
