Business Support Administrator

6 months ago

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

An exciting opportunity has arisen within the District/Neighbourhood Nursing Service for a Business Support Administrator to join our busy team.

Full time - Working on a Monday - Friday 9-5pm

This is an exciting and challenging role within the District/Neighbourhood Nursing Service in which the post holder would have an opportunity to make a positive impact on patient experience.

The successful applicant will be responsible for supporting Clinicians and Managers with day to day administrative tasks and general office management.

The post holder must be both IT literate and competent in Microsoft packages and have the ability to navigate through IT systems; Must have attention to details, hardworking, approachable, courteous with willingness to learn

The role requires the ability to liaise with all disciplines of staff i.e. Managers, Nurses, GPs and administrative colleagues.

Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals - Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.

We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.

We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.

We strive to recruit and retain the best staff as the dedication and skills of our employees lie at the heart of our organisation and ensure that our services are of the highest quality, safe and focused on our patients.

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, clinical entries to the system, 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 within the service, including cross cover for administrative team members and sites 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 sites.
- 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 agreed time and in line with the Trust greeting policy.
- Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.
- Respond to patient queries or concerns in an effective and professional manner, escalating where appropriate to Team Leaders.
- Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place.

General Office Duties
- Maintain stationery 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 repairs and mainten

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