Job summary
Site Administrator Position
Full Time position
Monday to Friday - Mawbey Brough Health Centre
A rewarding opportunity has emerged for an enthusiastic administrator to join the Site Administration team within the Integrated Local Services directorate.
We are looking for a proactive and highly organisedSite Administrator to take full ownership of the day-to-day running of the site. This key role combines administrative responsibilities with oversight of facilities and health & safety compliance. The Site Administrator will act as the first point of contact for patients, visitors, and staff, ensuring a welcoming and well-maintained environment for all.
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 ( Epic ), 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
Site Ownership and Oversight
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Maintain and uphold site standards, ensuring smooth day-to-day operations.
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Act as the main liaison for all site-related matters, escalating issues where appropriate.
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Ensure compliance with all Health & Safety regulations, policies, and procedures.
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Conduct regular health & safety checks, reporting hazards and following up on necessary actions.
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Manage general facilities administration, including cleaning, maintenance, and supplier coordination.
Reception and Patient Services -
Greet and support patients and visitors, offering a professional and welcoming front-of-house service.
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Handle incoming telephone calls, directing queries appropriately and taking accurate messages.
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Manage patient referrals and the booking of follow-up appointments in a timely and efficient manner.
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Respond to patient queries with empathy and professionalism, ensuring accurate information is provided.
Administration and Support -
Oversee all aspects of site administration, including documentation, logs, and data entry.
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Report building faults and maintenance issues promptly to the relevant departments or contractors.
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Book patient transportation as required, coordinating with clinical and transport teams.
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Manage and resolve day-to-day site-related issues and staff queries, promoting a positive working environment.
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Provide general support to clinical and non-clinical staff as needed.
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).
