Administrator - Team Lead

3 days ago

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

The post holder will provide high quality administrative support service to the department, projects/service lines within team, day-to-day supervision and oversight of duties for the team administrators to ensure the smooth running of the service and effective internal and external liaison to contribute to the successful running of the office as a whole.

The role will require the individual to interact with a multi-disciplinary team in a very busy office environment, dealing with highly complex and sensitive issues, often requiring appropriate judgements to be made under mínimal supervision. The post holder will also require to work at another site which includes Initial Accommodation, IAC hotels and as appropriate.

The right person will need to be highly organised with strong communication and interpersonal skills as you will be working with various multi
- disciplinary organisations to support our client groups. The post holder must also be able to problem solve, cope well under pressure and deal tactfully, courteously and sympathetically with a range of service users who will need support to access the service.
- Lead the provision of a high quality, comprehensive and efficient administrative service.
- Organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
- Receive and re-route telephone calls appropriately and provide assistance and advice, using initiative when dealing with queries.
- Keep an accurate record of team members’ annual leave, sickness and other leave requirements.
- Implement administrative policies within own work areas.
- Responsible for the day to day management of the admin support
- Work with clinicians about production of various documents as requested.
- Make travel arrangements, booking venues inclusive of catering arrangements when required.
- Provide supervision and oversight of duties for the administrators.
- Ensure administrators are fully adhering to the appropriate Trust policies and protocols.
- Provide support at the Pavilion Clinic, including face to face contacts with patients to reimburse clients travel costs and destitution entitlements and completing all necessary paperwork, including recording on clients’ record on EMIS database.
- Lead on the report about patients attending relevant projects
- Take responsibility for the procurement of clinical and non-clinical supplies.
- Support with the department three petty cash.

The Health Inclusion Team (HIT) well established for itsinclusive service, works across Lambeth, Southwark, and Lewisham to provide a comprehensive specialist multi-disciplinary service for clients who have difficulty accessing primary care services e.g. refugees and asylum seekers, homeless clients, and clients with addictions.

Guy's and St Thomas' have around 22,700 staff, making it 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.

Integrated and Specialist Medicineconsists of 9 Directorates and provides care and treatment to patients who require emergency and inpatient care, community services including district nursing and specialist care, dental services, specialist inpatient / outpatient areas, imaging and pharmacy. Integrated and Specialist Medicine also have responsibility for cross site operations. The integrated approach of the clinical group facilitates and promotes the shared learning of best practice, innovative and creative ways of working to enhance the patient experience and ensure the delivery of outstanding care.
- Lead the provision of a high quality, comprehensive and efficient administrative service.
- Organise and administer meetings (internally and externally) taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
- Responsible for the day to day management of the admin support including allocating and monitoring/assessing their work, staff inductions and preparation of induction packs including training new staff onto various office systems and IT systems.
- Provide support including diary management and arranging meetings and appointments via the calendar system with both external and internal personnel
- Work with clinicians about production of service reports/spreadsheets, presentations and other documents as requested using the format required by the team.
- Prepare acknowledgement letters and draft replies where required.
- Make travel arrangements, booking venues and catering arrangements for meetings and conferences.
- Provide day-to-day supervision and oversight of duties for the administrators.
- Providing support for day to day queries from administrators.
- Ensure administrators are fully adhering to the appropriate Trust policies and protocols.

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