Team Administrator

Main area General Surgery Grade Band 3 Contract 3 months (Fixed term the end date will be 31.03.27) Hours Full time - 37.5 hours per week Job ref 197-R-LC8793

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.

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 IC S in Bexley, Greenwich and Lewisham.

Job overview

REPORTS TO:
Associate Service Manager – (Role may be placed in either the Division of Surgery or Women, Children’s and Sexual Health Division).

General Administration
Provide ad hoc administrative support to relieve managers of routine tasks
Maintain accurate filing systems and patient records
Liaise with internal departments to ensure smooth coordination
Cross-cover within the team during periods of absence or high demand.
Escalate issues to senior staff when necessary

Main duties of the job

We are seeking proactive and organised Band 3 Administrators to support our elective recovery programme and general administrative functions across the Surgery or Women’s, Children’s and Sexual Health divisions.
This role is central to improving patient access and service efficiency. You will be responsible for high-volume patient calling, clinic coordination, and administrative support to relieve pressure on clinical and managerial teams.

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:

• 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
• Widening access (anchor institution) and employability
• Improving the experience of staff with disability
• Improving the EDI literacy and confidence of trust staff through training and development
• Making equalities mainstream

Detailed job description and main responsibilities

Patient Communication
Make outbound calls to patients to confirm attendance for long-wait outpatient appointments (OPAs), diagnostics, and theatre cases (TCIs)
Conduct pre-emptive calls to reduce non-attendance and improve clinic utilisation
Manage short-notice cancellations and rebook patients promptly
Clinic and Pathway Support
Chase outcomes for uncashed or unoutcomed clinics
Administer long-waiting patient lists and ensure timely follow-up
Assist with building and booking clinics to meet service demand
Support “lift and shift” tasks to transfer appointments and data between systems
General Administration
Provide ad hoc administrative support to relieve managers of routine tasks Maintain accurate filing systems and patient records
Liaise with internal departments to ensure smooth coordination
Cross-cover within the team during periods of absence or high demand.
Escalate issues to senior staff when necessary

Person specification

Qualifications and Training

• Good standard of education
• GCSEs or equivalent
• RSA3 Typing/Word Processing or other recognised qualification or equivalent experience.
• ECDL
• NVQ4 in admin or equivalent experience
• AMSPAR or equivalent

Experience

• Minimum of 2 years’ admin and or secretarial experience within a medical environment
• Computer skills and a willingness to learn new software packages.
• Audio and copy typewriting skills
• Experience of managing competing and varied demands
• Good telephone manner
• NHS experience
• Use of patient systems

Knowledge and Skills

• Ability to use initiative and work unsupervised.
• Ability to handle sensitive information with discretion
• 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.
• Ability to use Word, Excel, Outlook
• Ability to use a PC for word processing to a high standard.
• Experience with clinic booking or patient pathway management

Personal Qualities

• Ability to deal tactfully and sympathetically with parents/carers, members of the public and professionals.
• Ability to demonstrate an understanding and respect for confidentiality.
• Ability to work closely with team members and external parties
• Ability to work flexibly.
• Ability to work under pressure.
• Commitment to personal development
• Team player with a proactive attitude
• Understanding of elective recovery priorities

As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women’s staff networks to bring staff together and celebrate diversity across our whole workforce.

Please note: Information provided during recruitment and pre‑employment checks must be accurate. Misrepresentation may be investigated as fraud and could lead to withdrawal from the process, professional sanctions, or criminal action.

Please note: that sponsorship under the Skilled Worker route is subject to Trust allocation and UK Visas and Immigration (UKVI) approval.

Use of AI in recruitment: We may use artificial intelligence (AI) tools to support the initial review of applications against the essential criteria for this role. Where AI is used, it will support rather than replace human decision-making, and applications will remain subject to appropriate human review.

Employer certification / accreditation badges

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.

Application numbers

To ensure fairness and manageable shortlisting processes, some vacancies may have an application cap. This means the vacancy will close once a set number of applications have been received even if this happens before the advertised closing date.

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