Band 3 Admin Roles Trustwide

2 months ago

London, United Kingdom Guy's and St Thomas' NHS Foundation Trust Full time

What is Centralised Admin Recruitment (CAR)?

To help achieve this we have a centralised process in place for some of our administrative positions, designed to match as many people as possible with the requirements of our managers.

What we will do for you

Our aim is to match you as closely as we can to suitable roles. Depending on your location, circumstances and availability, you may be put forward for fixed term or permanent roles.

**We will**:

- Advise clearly on the location of each post as some may be based at our Community sites
- Keep you on the Centralised Recruitment pool for a max of 6 months

We can only match people who are actively seeking work at Guy’s and St Thomas’ and will be available to take up the role.

If successfully shortlisted you will be sent a Situational Judgement Test.

Successful applicants from the SJT round will then be invited to attend an interview.

The 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 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.

Where can I get further information?

Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services.

In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research.

Below is the Range of duties that a Band 3 will undertake

Main Duties
- Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, organising audio-visual 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 for short periods of time.
- Providing support and leadership as well as supervision to the Band 2

administrators.
- 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.

Communication
- Act as first point of contact for callers, visitors and deliveries to the department.
- Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.
- Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place.

General Office Duties
- 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

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