Stop Smoking Service Administrator

This exciting role will support the smooth, efficient, and effective running of the Lewisham Stop Smoking Service.

The role includes managing referrals, taking minutes, processing invoices, coordinating medication supplies, updating databases, acting as the first point of contact from clients/other departments/Trusts. To follow all procedures to support a rapid and accurate referral service which is customer focused. The post holder will ensure that all non-routine, administrative or organisational tasks are undertaken daily. The post holder is always expected to maintain complete confidentiality.

We are looking for an enthusiastic and dynamic individual who can produce results in a challenging environment. As the Stop Smoking Service Administrator it will be your responsibility to provide administrative support for the team.

This role requires an ability to manage time and resources effectively to ensure that the serviceprovides highly effective support for smokers who access the service.

The Lewisham Stop Smoking Service provides free and friendly stop smoking support to smokers in Lewisham.

The service provides 1:1 and telephone support and delivers high quality interventions to a thousand smokers a year. As a small team, the environment is fast-paced and care is patient-centred, following NICE Guidelines.

**Post Title**: Lewisham Stop Smoking Service Administrator

**Department**: Stop Smoking Service

**Responsible to**: Stop Smoking Team Lead

**Grade**: Band 4

**Hours**: 37.5 hours per week

**Job Summary**:
The key function of this job is to support the smooth, efficient and effective running of theStop Smoking Service(LSSS). The post holder is responsible for supporting the LSSS Team as the Team are based in University Hospital Lewisham and across the Community in Lewisham. This includes taking notes at team meetings as required, processing correspondence for the team, maintaining databases, act as the first point of contact from clients/other departments/Trusts, providing occasional cover for clinical services. To follow all procedures to support a rapid and accurate referral service which is customer focused. The post holder will ensure that all non-routine, administrative or organisational tasks are undertaken on a daily basis. The post holder is expected to maintain complete confidentiality at all times.

1. Accountable to the Stop Smoking Team Lead.
2. To provide an efficient and effective Team Administrative support to the Lewisham Stop Smoking Service Team.
3. To contribute to the smooth running of the office supporting the Team and other colleagues

**Key Result Areas & Performance**:
1. To deal appropriately with all phone referrals and enquiries, using initiative as to their disposition.
2. To process referrals for the LSSS team following service protocols in a timely manner liaising with the referring team as required.
3. To order, manage and distribute resources and medications to support clinical interventions Implement /maintain/monitor archiving systems (including deceased files).
4. To be responsible for the creation, population, maintaining and developing of all systems required by the Stop Smoking Service Team. To provide information to Management in a timely and reliable fashion as required.
5. Creation of new forms and stationary for the team.
6. To manage all incoming mail, using initiative as to distribution.
7. Participate in the development of the Lewisham Stop Smoking Service.
8. To act as a minute taker for team meetings as required, transcribing in appropriate format and distributing agendas and papers.
9. To have a good working knowledge of IT systems and be able to enter and update information on the relevant IT system as required.
10. To proactively engage with stakeholders and key partners and to represent the team while promoting the service
11. To arrange meetings, taking messages and facilitating communication across the all sites involved as required.
12. To be available to help train new staff in the use of the IT systems and all local databases.
13. Flexible working to cover all duties, organising own day to day work, multi-tasking as necessary
14. To undertake any other duties commensurate with the job where needed in order to ensure the smooth and effective running of the service as and when required.

Work force
1. To attend and participate in departmental staff meetings and other meetings relevant to the post.
2. To attend any relevant mandatory or personal development days and in-house training sessions as required.
3. To take part in the Department’s Personal Appraisal Scheme and PDP as necessary.
4. To create and maintain data or systems relating to Lewisham Stop Smoking Service staff as required by Management i.e. Client referrals and Direct Supply.
5. To assist in delivering the staffs travel claims to the Workforce Development Team and managing the petty cash system.