Band 3 Administrator (Therapies) UHL

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Main area Administration Grade Band 3 Contract 12 months (12 Month Fixed Term Contract) Hours

• Part time
• Flexible working

30 hours per week (This role will be based within the Physiotherapy Respiratory Outpatient, Pulmonary Rehabilitation and Neurological Outpatient teams, at UHL.) Job ref 197-KH8862

Site University Hospital Lewisham Town London Salary £25,760 - £27,476 per annum plus HCAS pro rata Salary period Yearly Closing 03/11/2026 23:59

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 ics in Bexley, Greenwich and Lewisham.

Job overview

We have an exciting opportunity for a Band 3 Administrator to support our busy Physiotherapy Respiratory Outpatient, Pulmonary Rehabilitation and Neurological Outpatient teams. We are looking for an enthusiastic person to work as part of a friendly Physiotherapy team.

The ideal candidate will manage patient appointments, handle administrative tasks, and ensure smooth communication within the team and with patients. Strong organisational skills and communication are essential.

Main duties of the job

You will be working as part of a dynamic team within the Lewisham Physiotherapy department. You will be an integral part of the therapy service, often providing first line contact with patients and clinicians alike. You will assist theLead Therapist with general administration/clerical duties to ensure the smooth running of Therapies as required. Strong communication skills are essential, as well as the ability to work well with a team.

You should possess excellent verbal and written communication skills together with previous experience of working within a similar environment. Previous NHS experience would be an advantage.

Vacancy at University Hospital Lewisham Physiotherapy department.

PLEASE NOTE: We are unable to offer sponsorship for this post

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:

• 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

• Reception Area
• First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.
• To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re‑assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
• To register patient details on Cerner ensuring a high level of data accuracy.
• To deal with written and telephone enquiries for Therapies as appropriate.
• To book follow up appointments as required
• To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
• Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.
• Provide cover for colleagues during annual leave, sickness and busy periods – this may mean going to different sites.
• Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.
• Attend additional training as required and assist new staff with training.
• On occasion to manage potentially aggressive, verbally abusive visitors which must be dealt with appropriately following agreed procedures and protocol.
• To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
• To direct commercial and other visitors to the right department ensuring that the relevant people are notified.
• To keep up to date record of staff and visitors movement in & out of the department in line with Health & Safety procedures.
• Manage tidiness and appearance of reception
• To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the team directly to arrange where the patient needs to be booked.
• To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.
• Check all the records ensuring all loose pages are filed correctly.
• Update records as per requirements.
• Get the Family and Friends Test completed when a patient is discharged, as required
• Ordering, Receiving and Despatching Goods
• Order all stock for services within site as relevant.
• Maintain skills in ordering on SBS system.
• To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
• To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
• To take messages ensuring complete confidentiality in accordance with Trust policy.
• General filing duties as required.
• Ensure all notice boards are up to date and tidy in consultation with Lead Therapist.
• Provide cover for the above duties across all sites as required.
• To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.
• Maintain confidentiality at all times.
• To book translators when requested by clinicians ensuring they are given a relevant code for the service.
• To be aware of existing processes and offer suggestions for improving services.
• Take minutes as required.
• Track Medical records on iCare.
• Ensure all Mandatory training is undertaken in a timely manner.
• Any other equivalent duties consistent with the level and purpose of the post.

Qualifications & Training

• Good standard of education NVQ 2 or equivalent
• Clear handwriting and spelling
• NVQ Business Administration – Level II or equivalent
• ICare Trained

Experience

• Previous experience of working in a busy environment
• Previous experience in an admin role
• Previous experience of working in a busy environment in a healthcare setting
• Experience on the ICare System and Electronic Discharge Summaries System
• Previous experience of minute taking

Knowledge & Skills

• Good organisational and administration skills
• Good customer care skills
• Ability to prioritise a busy workload

We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.

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 is 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.

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