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Job summary

Main area
Admin
Grade
Band 3
Contract
Permanent
Hours
Part time - 16 hours per week
Job ref
197-RF6692
Employer
Lewisham and Greenwich NHS Trust
Employer type
NHS
Site
University Hospital Lewisham
Town
London
Salary
£24,625 - £25,674 per annum pro rata plus HCAS
Salary period
Yearly
Closing
27/04/2025 23:59

Employer heading

Lewisham and Greenwich NHS Trust logo

Administration Assistant

Band 3

Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.

Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.

We have recently launched our new vision and values to mark the LGT10 – the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.

To achieve this we value Respect, Compassion, and Inclusion; Being accountable over  staying comfortable; Listening  over always knowing best; and Succeeding together over achieving alone. You can read more about our visions and values here

Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as “good” or “outstanding” in over three-quarters of the services inspected by the Care Quality Commission.

Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.

LGT is a centre for the education and training of medical students enrolled with King’s College London’s GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.

We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.

Job overview

We are looking for someone who can work both unsupervised and as a team member. The purpose of this role is to provide administrative support to our clinicians and their teams. The post holder will be required to have a flexible approach to work, act in a professional manner at all times and demonstrate good problem-solving skills, knowledge of Microsoft Office and a good telephone manner/customer service skills.  This part time post can be worked flexibly.

 

Main duties of the job

To provide administrative duties to support secretarial team, ward administrators and children’s outpatient department

To deal with telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful, and prompt manner and respecting patient confidentiality at all times. 

Provide cover for children’s day ward and inpatient ward when the need arises.

To maintain filing systems that facilitates the effective running of the department.

Working for our organisation

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

  1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
  2. Widening access (anchor institution) and employability
  3. Improving the experience of staff with disability
  4. Improving the EDI literacy and confidence of trust staff through training and development
  5. Making equalities mainstream

Detailed job description and main responsibilities

To provide administrative duties to support secretarial team, ward administrators and children’s outpatient department

To file clinic letters into case notes and ensure that all details are enclosed following clinics.

To deal with telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful, and prompt manner and respecting patient confidentiality at all times.

 Provide cover for children’s day ward and inpatient ward when the need arises.

To maintain filing systems that facilitates the effective running of the department.

 To liaise with Band 4 Medical Secretaries referring on any tasks or messages dictated by the clinician.

To take an active role in initiatives to improve the administrative service provided to clinicians, and the service received by patients and their families.

To manage patient medical records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient medical records are available for clinics appointments and records are dispatched to other departments or hospitals as necessary.

 

Person specification

Knowledge and Skills

Essential criteria
  • Clear handwriting, spelling, grammar & numeracy
  • Ability to demonstrate good interpersonal, oral, and written communication skills especially when dealing with highly sensitive information and where there are barriers to understanding.
  • Ability to demonstrate good organisational skills and to prioritise/manage own workload in a demanding environment.
  • Demonstrate an understanding and respect for confidentiality.

Qualifications and Training

Essential criteria
  • GCSEs or equivalent
Desirable criteria
  • ECDL

Experience

Essential criteria
  • Significant secretarial and/or administrative experience.
  • Computer skills and a willingness to learn new software packages.
  • Knowledge of managing RTT access targets and waiting lists
  • Good telephone manner

Employer certification / accreditation badges

Trust IDCapital Nurse, LondonVeteran AwareApprenticeships logoTimewise helps businesses to attract and develop the best talent through flexible working.No smoking policyLondon Living Wage is a voluntary commitment made by employers, who can become accredited with the Living Wage FoundationAge positiveDisability confident leaderArmed Forces Covenant (Silver Award)We offer Wagestream - A financial wellbeing benefit which lets you access your pay as you earn it.NHS Rainbow badgePrince's Trust - Proud to support the Prince's trust - Youth can do itStep into healthHappy to Talk Flexible WorkingArmed Forces Covenant

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Jo Johnston
Job title
Associate Service Manager
Email address
[email protected]
Telephone number
07585803428
Additional information

Rob Williams

Administration Coordinator

07342 056711

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