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Job summary

Main area
Medical Photography
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
197-RF6629
Employer
Lewisham and Greenwich NHS Trust
Employer type
NHS
Site
University Hospital Lewisham
Town
London
Salary
£26,530 - £29,114 per annum
Salary period
Yearly
Closing
17/04/2025 23:59

Employer heading

Lewisham and Greenwich NHS Trust logo

Medical Photography Administrator

NHS AfC: Band 4

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 an experienced administrator to join our busy photographic team with primary responsibility for facilitating the move from our existing clinical photography app to our newly developed Galerie app. The right person will have a good experience of general administrative duties and proven experience with data entry and migration.

With a strong technical ability and an analytical mind, their organisation skills will be first class, and they will have the ability to flex according to different demands.

Our new colleague will be motivated by a level of autonomy and be able to work independently using their initiative, applying a high degree of professionalism to all their work. They will support the photography team in promoting the Galerie app to clinical colleagues, improving awareness and engagement.

Candidates with administration and data input skills gained from working within a fast-paced clinical environment would be ideally suited to this position.

Main duties of the job

The main duties of the job are to assist the Medical Photography team in administering the new clinical photography app, promoting it across the Trust and training staff on how to use it. 

In addition, the post holder will spend a majority of their time moving patient photography files from our outgoing system to the electronic patient record system.

 

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

Key Result Areas & Performance:

·       Manage back-up and data flow from retired Trust image database, archiving existing images to the relevant Electronic Patient Record (EPR) system.

·       Develop and maintain record system documenting which files have been archived.

·       Monitor active/inactive Galerie users and allocate/reallocate licenses in accordance with standard operating procedures.

·       Monitor and amend access to Teams channel for Galerie users.

·       Monitor the Galerie in-box, responding to routine enquiries where applicable. Where required, distribute and prioritise incoming emails, using judgement and experience to decide which messages require urgent action and which may be passed directly to colleagues for action and information.

·       Deal with non-routine enquiries received by the team, sending out all the relevant documents/other information as requested, providing direct support for all enquiries, progress chasing and problem solving.

·       Support and maintain appropriate and effective photographic management systems to ensure a smooth flow of information within the department. Working proactively, suggesting and implementing changes to local procedures and processes to improve efficiency, where appropriate.

·       Create databases to collect and monitor information to assist with the collection and provision of statistical data as required and the ability to extract, manipulate, analyse complex data sets and communicate them in an easy-to-understand manner.

·       Receiving and dealing with telephone enquiries as appropriate.

·       Input and look up data on Trust IT systems in accordance with Trust policy.

·       Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department.

·       To organise and co-ordinate meetings, training events, project or steering group meetings for the photography team, organising diaries, taking and distributing minutes, preparing materials/delegate packs and arranging venues, catering and equipment.

·       Enter quality feedback and other data to databases and spreadsheets to a high level of accuracy and efficiency, and support management staff in the production and dissemination of routine reports as needed.

·       Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint and Excel. The post-holder will need to become expert in using both the canvas and model driven versions of the Galerie app – full training will be given.

·       Collate and evaluate information gathered via forms, reports and other information.

·       Maintain department databases and ensure all filing is kept up to date.

·       It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, always maintaining confidentiality. The post holder will provide an empathic and sensitive point of contact for service users.

Person specification

Qualifications and Training

Essential criteria
  • Good basic education to GCSE level (grades A to C)
  • NVQ4 or equivalent qualification/experience
  • Good standard of oral and written English
  • Numeracy skills
Desirable criteria
  • Qualification/training relating to the extended Microsoft O365 suite of products (e.g. Sharepoint, MS Lists, MS Forms and Power platform, including Power Automate and Power Apps).

Experience

Essential criteria
  • Competent working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
  • Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
  • Good organisational skills
  • Able to use own initiative and deal with the unpredictable
  • Able to work under pressure and to multitask
  • Able to work to deadlines
  • Experience of working in a busy office / customer care environment
Desirable criteria
  • Experience working with Microsoft Power Platform (e.g. Power Automate, Power Apps, Co-Pilot).

Knowledge

Essential criteria
  • Articulate with excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
  • Excellent organisation skills and ability to multitask
  • Ability to work autonomously
  • Advanced keyboard / IT skills
  • Ability to manage and prioritise own and other's workload and use own initiative
  • Excellent time management skills ability to prioritise conflicting demands in order to meet deadlines
Desirable criteria
  • Knowledge of the extended suite of Microsoft O3635 products

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
Sally Cooke
Job title
Head of Design, Photography and Reprographics
Email address
[email protected]
Telephone number
020 3192 6808
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