Business Support Administrator

2 weeks ago

London, Greater London, United Kingdom Guy's and St Thomas' NHS Foundation Trust Full time
The Business Support Administrator will provide high quality administrative support to the department.

Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms and general administrative support to the Department.

The Business Support 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 in a professional and courteous manner.

The post holder will answer general queries and explain information relating to the department.

There four vacancies in total:

2 x full time permanent

1 x full time, secondment / fixed term for 10 months

1 x part time (18 hours per week) permanent

  • Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, organising audiovisual equipment, ordering department supplies such as stationery plus any other ad hoc duties.
  • Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.
  • Provide administrative support to projects being managed within the service as directed.
  • Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead / Assistant Service Manager for short periods of time.
  • Provide advice and support to new or less experienced employees on own administrative duties.
  • Maintain departmental and patient 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.
  • Liaise with the medical, nursing and allied health professional staff to ensure the smooth running of the clerical function within clinics.
  • Escalate any issues where appropriate to Team Leaders and Assistant Service Manager
  • Undertake any other reasonable duties necessary to ensure the smooth running of the service.


The Business Support Administration function supports the Neighbourhood Nursing service through four hubs - Telephone Management, Referral Management, Lambeth Operational Hub and Southwark Operational Hub.

Processes relating to referrals and telephones are Centralised in the referral management and telephone management hubs respectively.

The Lambeth and Southwark operational hubs support the nursing teams within the nursing team office bases, from the administrative team's base or from home, as the work requires.


Responsibilities:


The duties and responsibilities listed below are representative of the Business Support Administrator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.

Main Duties

  • Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, organising audiovisual equipment, ordering department supplies such as stationery plus any other ad hoc duties.
  • Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.
  • Provide support for meetings, including the preparation and distribution of agendas and taking, transcription and distribution of minutes/ action notes. Follow up of action points arising from meetings.
  • Provide administrative support to projects being managed within the service as directed.
  • Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead / Assistant Service Manager for short periods of time.
  • Providing support and leadership as well as supervision to the Band 2 administrators, if applicable.
  • Provide advice and support to new or less experienced employees on own administrative duties.
  • Maintain departmental and patient 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.
  • Liaise with the medical, nursing and allied health professional staff to ensure the smooth running of the clerical function within clinics.
  • Escalate any issues where appropriate to Team Leaders and Assistant Service Manager
  • Undertake any other reasonable duties necessary to ensure the smooth running of the service.
Communication

  • Act as first point of contact for callers and deliveries to the department.
  • Ensure telephone calls are answered within the

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