Administration Assistant

Lewisham and Greenwich NHS Trust; London; On-site; GBP 24,000 - 26,000; Part time

Job summary

An established healthcare provider is seeking a dedicated administrative support professional to enhance the efficiency of clinical operations. In this part-time role, you will be responsible for a variety of administrative tasks, ensuring smooth communication and support for clinicians and patients alike. Your ability to manage workloads and maintain confidentiality will be crucial in this dynamic environment. This role offers flexibility and the opportunity to contribute to a team dedicated to improving patient care and operational excellence. If you are organized, proactive, and have a passion for healthcare, this position is perfect for you.

Qualifications

• Strong communication and organizational skills are essential for this role.
• Experience in administrative support is required.

Responsibilities

• Provide administrative support to the secretarial team and outpatient department.
• Handle telephone calls and maintain patient confidentiality.

Skills

Interpersonal skills

Organizational skills

Communication skills

Numeracy

Problem-solving skills

Education

GCSEs or equivalent

ECDL

Tools

Microsoft Office

Job description

Job Summary

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

1. To provide administrative duties to support secretarial team, ward administrators and children's outpatient department.
2. 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.
3. Provide cover for children's day ward and inpatient ward when the need arises.
4. To maintain filing systems that facilitate the effective running of the department.

About Us

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.

Date posted

17 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year per annum pro rata plus HCAS

Contract

Permanent

Working pattern

Part-time

Reference number

197-RF6692

Job locations

University Hospital Lewisham

Lewsisham High Street

London

SE13 6LH

Job Description

Job responsibilities

1. To provide administrative duties to support secretarial team, ward administrators and children's outpatient department.
2. To file clinic letters into case notes and ensure that all details are enclosed following clinics.
3. 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.
4. Provide cover for children's day ward and inpatient ward when the need arises.
5. To maintain filing systems that facilitate the effective running of the department.
6. To liaise with Band 4 Medical Secretaries referring on any tasks or messages dictated by the clinician.
7. To take an active role in initiatives to improve the administrative service provided to clinicians, and the service received by patients and their families.
8. 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

Skills

Essential

• 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

• GCSEs or equivalent.

Desirable

• ECDL.

Experience

Essential

• 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.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

University Hospital Lewisham

Lewsisham High Street

London

SE13 6LH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/