Job summary
We are looking for an experienced, professional, and dynamic lead administrator to provide comprehensive administrative and secretarial support to our Therapy Leads at Lewisham and Greenwich Trust (LGT). You will join a progressive Therapies department of over 400 staff working across 5 Allied Health Professions (Physiotherapy, Occupational Therapy, Nutrition and Dietetics, Podiatry and Orthotics, and Speech and Language Therapy). You will play a key role in supporting the Head of Therapies, and other Leads, in the operational management of Therapies.
Main duties of the job
The post holder will be an excellent communicator and team player, motivated to support Therapies in providing the best care for our patients. You will be expected to work autonomously and proactively, seeking ways in which to support effective service delivery. You will be based on the University Hospital Lewisham site but will also work from our other sites at Queen Elizabeth Hospital and in the community, and could be expected to provide supervision to other administrative staff within Therapies.
About us
In Therapies you will find an inclusive and friendly working environment, committed to staff development and support.
Working in Therapies You Tube video
Working in therapies - YouTube
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
Post Title: Therapies Co-ordinatorto Head of Therapies and to the Heads of Profession roles within Therapies, ACS directorate
Department: Therapies, Allied Clinical Services Directorate
Responsible to: Head of Therapies
Grade: Band 4
Hours: 37.5 hours
Job Summary:
To provide a comprehensive coordination of the Therapies department administrative function and to provide personal assistant function to the Head of Therapies and administrative support to the Heads of Profession roles within Therapies, ACS directorate (Adult Occupational Therapy, Adult Physiotherapy, Adult Speech and Language Therapy, Podiatry and Orthotics and Nutrition and Dietetics)
The post holder will need strong communication and organisational skills and be able to undertake extensive diary management, preparation of agendas and minutes following up actions independently as required.
Key Result Areas & Performance:
- To support the smooth running of the Therapies department.
- To provide high quality secretarial and administrative support using a wide variety of computer skills. This will involve preparing reports, agendas and responding to correspondence for the managers.. All work needs to be co-ordinated and completed within realistic timeframes.
- To manage the diary of the managers, dealing confidently with staff at all levels both internally and externally using independent judgement to make necessary revisions.
- To deal with incoming correspondence (written and email) on a daily basis.
- To use office 365, excel spreadsheets, create powerpoint presentations and receive training for other software packages which may become available within the Trust.
- To proof-read documents for spelling, punctuation, format and grammar.
- To deal with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query. This may require obtaining and sending information in various forms.
- Manage and organise the managers diaries, prioritising meetings according to importance, and changing meetings where more urgent meetings are required
- To maintain confidential departmental staff personnel files, ensuring relevant paperwork is up to date.
- To develop a sound and productive working relationship with all groups in partnership with LGT.
- To be responsible for servicing and organising complex meetings, away days, seminars and other events as requested. To research venues, catering facilities and attend events as and when required.
- Responsible for ordering and maintaining stock inclusive of all stationary requirements ensuring appropriate office equipment and supplies are available.
- To service meetings chaired by the managers, preparing agendas, taking minutes, booking venues and ensure papers are sent out in a timely manner.
- Take and type up minutes of meetings as and when required.
- To maintain an effective bring forward system.
- To offer an excellent front of house service for the therapies teams, receiving and welcoming all partners, internal and external, either in person or over the telephone, in a courteous, helpful and friendly manner, handling any enquiries or complaints professionally and effectively.
- To create and maintain an electronic filing system in conjunction with other administrative staff within the team.
- To be an effective member of the administration team, developing productive working relationships with other members of the team and developing a sound understanding of the aims and business activities of the therapies team
- To assist with the collection and collation of data and information, including statistical information, and to provide support in the compilation of internal and statutory returns and the preparation of reports.
- To ensure that therapies contact lists and distribution lists are maintained and kept up to date.
- The post holder will be required to provide administration and business support to the therapies teams in collaboration with other post holders.
- To communicate complex, sensitive information with a range of staff internally and externally to the organisation ensuring that confidentiality of information, both oral and written, is maintained at all times.
- To undertake delegated projects or assignments and prepare reports arising from these.
- To assist with e-rostering management as indicated
- Dealing with any issues that arise in the absence of the managers, ensuring that the relevant information is sort taking action independently as required.
- Placing orders on SBS system for a whole variety of items; ie training, invoices, stationery and being able to deal with common trouble shooting
- Management and co-ordination of legal requests to the Directorate for therapy services, liaising with legal teams internal and external ensuring timeframes are adhered to.
- Assisting with lease car purchasing and parking permit requests as indicated Drafting agendas for management/directorate and service level meetings.
- Taking minutes virtually via MS Teams.
- Following up on action points from the meetings and progressing.
- Collate exception reports as required for Therapy team meetings ensuring they are forwarded to Divisional meetings in a timely manner and filed appropriately.
- Ordering, monitoring and distribution of stationery for Therapies teams as required.
- Supervision to band 3 admin and clerical posts as indicated
Job description
Job responsibilities
Post Title: Therapies Co-ordinatorto Head of Therapies and to the Heads of Profession roles within Therapies, ACS directorate
Department: Therapies, Allied Clinical Services Directorate
Responsible to: Head of Therapies
Grade: Band 4
Hours: 37.5 hours
Job Summary:
To provide a comprehensive coordination of the Therapies department administrative function and to provide personal assistant function to the Head of Therapies and administrative support to the Heads of Profession roles within Therapies, ACS directorate (Adult Occupational Therapy, Adult Physiotherapy, Adult Speech and Language Therapy, Podiatry and Orthotics and Nutrition and Dietetics)
The post holder will need strong communication and organisational skills and be able to undertake extensive diary management, preparation of agendas and minutes following up actions independently as required.
Key Result Areas & Performance:
- To support the smooth running of the Therapies department.
- To provide high quality secretarial and administrative support using a wide variety of computer skills. This will involve preparing reports, agendas and responding to correspondence for the managers.. All work needs to be co-ordinated and completed within realistic timeframes.
- To manage the diary of the managers, dealing confidently with staff at all levels both internally and externally using independent judgement to make necessary revisions.
- To deal with incoming correspondence (written and email) on a daily basis.
- To use office 365, excel spreadsheets, create powerpoint presentations and receive training for other software packages which may become available within the Trust.
- To proof-read documents for spelling, punctuation, format and grammar.
- To deal with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query. This may require obtaining and sending information in various forms.
- Manage and organise the managers diaries, prioritising meetings according to importance, and changing meetings where more urgent meetings are required
- To maintain confidential departmental staff personnel files, ensuring relevant paperwork is up to date.
- To develop a sound and productive working relationship with all groups in partnership with LGT.
- To be responsible for servicing and organising complex meetings, away days, seminars and other events as requested. To research venues, catering facilities and attend events as and when required.
- Responsible for ordering and maintaining stock inclusive of all stationary requirements ensuring appropriate office equipment and supplies are available.
- To service meetings chaired by the managers, preparing agendas, taking minutes, booking venues and ensure papers are sent out in a timely manner.
- Take and type up minutes of meetings as and when required.
- To maintain an effective bring forward system.
- To offer an excellent front of house service for the therapies teams, receiving and welcoming all partners, internal and external, either in person or over the telephone, in a courteous, helpful and friendly manner, handling any enquiries or complaints professionally and effectively.
- To create and maintain an electronic filing system in conjunction with other administrative staff within the team.
- To be an effective member of the administration team, developing productive working relationships with other members of the team and developing a sound understanding of the aims and business activities of the therapies team
- To assist with the collection and collation of data and information, including statistical information, and to provide support in the compilation of internal and statutory returns and the preparation of reports.
- To ensure that therapies contact lists and distribution lists are maintained and kept up to date.
- The post holder will be required to provide administration and business support to the therapies teams in collaboration with other post holders.
- To communicate complex, sensitive information with a range of staff internally and externally to the organisation ensuring that confidentiality of information, both oral and written, is maintained at all times.
- To undertake delegated projects or assignments and prepare reports arising from these.
- To assist with e-rostering management as indicated
- Dealing with any issues that arise in the absence of the managers, ensuring that the relevant information is sort taking action independently as required.
- Placing orders on SBS system for a whole variety of items; ie training, invoices, stationery and being able to deal with common trouble shooting
- Management and co-ordination of legal requests to the Directorate for therapy services, liaising with legal teams internal and external ensuring timeframes are adhered to.
- Assisting with lease car purchasing and parking permit requests as indicated Drafting agendas for management/directorate and service level meetings.
- Taking minutes virtually via MS Teams.
- Following up on action points from the meetings and progressing.
- Collate exception reports as required for Therapy team meetings ensuring they are forwarded to Divisional meetings in a timely manner and filed appropriately.
- Ordering, monitoring and distribution of stationery for Therapies teams as required.
- Supervision to band 3 admin and clerical posts as indicated
Person Specification
Qualifications & Training
Essential
- oBusiness Administration Diploma/Level 4 or equivalent
- oRSA Stage III or equivalent
- oRSA Stage I Audio Typing
Desirable
Experience
Essential
- oAt least 3 years previous experience as a Personal Assistant at Director/Senior Management level in a large organisation, including diary management
- oPrevious experience of working in a fast moving, confidential, sensitive, pressurised deadline driven environment
- oThorough knowledge and practical experience of Microsoft Outlook, E-mail, Word, PowerPoint, Excel and Access
- oAbility to minute meetings and transcribe minutes to a high standard
Desirable
- Experience of working in the NHS
- Oracle
Knowledge & Skills
Essential
- oAbility to communicate effectively at all levels using e-mail, telephone or face to face
- oAbility to deal with confidential and sensitive issues with tact
- oAttention to detail and able to see tasks through to completion
- oAdvanced and accurate keyboard skills for producing reports, spreadsheets and correspondence etc
Person Specification
Qualifications & Training
Essential
- oBusiness Administration Diploma/Level 4 or equivalent
- oRSA Stage III or equivalent
- oRSA Stage I Audio Typing
Desirable
Experience
Essential
- oAt least 3 years previous experience as a Personal Assistant at Director/Senior Management level in a large organisation, including diary management
- oPrevious experience of working in a fast moving, confidential, sensitive, pressurised deadline driven environment
- oThorough knowledge and practical experience of Microsoft Outlook, E-mail, Word, PowerPoint, Excel and Access
- oAbility to minute meetings and transcribe minutes to a high standard
Desirable
- Experience of working in the NHS
- Oracle
Knowledge & Skills
Essential
- oAbility to communicate effectively at all levels using e-mail, telephone or face to face
- oAbility to deal with confidential and sensitive issues with tact
- oAttention to detail and able to see tasks through to completion
- oAdvanced and accurate keyboard skills for producing reports, spreadsheets and correspondence etc
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).
