Assistant Team Administrator

Great Ormond Street Hospital for Children NHS Foundation Trust; London; On-site; GBP 29,000 - 32,000; Full time

Job summary

An exciting opportunity awaits at a renowned children's hospital for an enthusiastic assistant team administrator. This role involves providing excellent patient experiences, managing reception duties, and supporting a dynamic multidisciplinary team. You'll be the first point of contact for patients and families, ensuring a welcoming atmosphere while handling various administrative tasks. This position offers a chance to make a difference in children's healthcare while working in a supportive and inclusive environment. If you're passionate about patient care and have strong administrative skills, this role is perfect for you.

Qualifications

• Previous experience in an administration role is essential.
• Knowledge of managing electronic patient records is crucial.

Responsibilities

• Provide reception duties and manage first line enquiries from patients.
• Support the multidisciplinary team with administrative tasks.

Skills

Excellent written and verbal communication skills

Customer service skills

ICT skills (Microsoft Outlook, Word, Excel)

Empathy and emotional intelligence

Problem-solving skills

Multi-tasking and organizational skills

Education

GCSE Grade A-C in Maths and English or equivalent

Functional Skills Level 2 in Maths and English

Tools

Electronic Patient Records (EPIC)

Microsoft Office Suite

Job description

Want to find out how you can join us at Great Ormond Street Hospital (GOSH)?

You’ve come to the right place.

Find out about our current jobs, how to apply and how to organise a work experience placement.

Just so you know, we don’t target individuals unprompted and offer them employment, without a full interview process taking place. If you receive an unsolicited offer from GOSH, please refer this immediately to [e-mail]

Main area: CAMHS
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week (onsite work only is required for this post)
Job ref: 271-BBM-6892186

Site: Great Ormond Street Hospital
Town: London
Salary: £29,486 - £31,089 Per annum inclusive
Salary period: Yearly
Closing: 10/02/2025 23:59

Job overview

An exciting opportunity has arisen for an enthusiastic assistant team Administrator to join the CAMHS Department at Great Ormond Street Hospital for Children NHS Trust.

***Previous applicants need not apply***

The successful candidate will provide excellent patient experience in all areas and be the first point of contact to patients, families and carers by extending the warmest of welcomes. The role is fast-paced and the variety of tasks makes it incredibly interesting!

You will work closely with your admin colleagues to support CAMHS multidisciplinary team. Previous patient interaction or customer service experience is essential. The successful candidate must demonstrate good computer literacy skills and be confident and competent in sending emails, using patient/customer information databases and be clear in all forms of communication. This is a Mon - Fri, full-time posting and the candidate will be required to work onsite only.

Main duties of the job

Covering the department reception, including welcoming patients and families, co-ordinating room booking arrangements and handling calls for the department.

The post holder will provide reception duties to enable our teams to deliver effective services to our patients.

Other duties include:

• To deal with first line enquiries from patients, parents/relatives/carers and staff.
• To provide a responsive reception service for patients, parents/relatives/carers, visitors and staff promoting a welcoming atmosphere.
• To support with travel reimbursement forms.
• To be responsible for the effective, accurate and timely management of the electronic patient record system (Epic), specifically patient information, booking, and clinic outcome recording.

Working for our organisation

GOSH is committed to recruiting the best person for the job, based solely on their ability and individual merit as measured against the criteria for the role; through a process that is fair, open, consistent and free from bias and discrimination.

We are committed to being a diverse and inclusive employer and foster a culture where all staff are valued, respected and acknowledged. All applicants will receive consideration for employment without regard to race, colour, national origin, religion, sexual orientation, gender, gender identity, age, disability status or length of time spent unemployed.

We particularly welcome applications from BAME communities, people with disabilities and/or long-term health conditions and LGBT+ community members.

We have policies and procedures in place to ensure that all applicants and employees are treated fairly and consistently. We are proud to be accredited as a Disability Confident Employer, a member of Business Disability Forum and a Stonewall Diversity Champion.

We have active and Executive supported BAME, LGBT+ and Allies, Disability and Long-Term Health Conditions and Women’s staff networks. Staff networks are employee-led groups formed around interests, issues and a common bond or background. Staff network members create a positive and inclusive work environment at Great Ormond Street Hospital by actively contributing to the Trust’s mission, values and efforts specific to inclusion. All of our staff networks are open to any employee.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. For both documents please view the attachment/s below.

Person specification

GOSH Culture and Values

• Grade A-C in Maths and English, GCSE (prior to 2019) or
• Grade 4-9 in Maths and English, GCSE (post 2019) or
• Functional Skills Level 2 in Maths and English

Experience/Knowledge

• Experience in an administration role
• Prior NHS experience
• Knowledge of Managing Electronic Patient Records (EPIC)
• To have read and understood key principles of NHS 18 week RTT Pathway.
• GDPR knowledge.

Skills/Abilities

• Excellent written and verbal communication skills
• Confident using ICT skills including Microsoft Outlook, Word, Excel
• Polite and informative telephone etiquette
• Able to provide excellent customer service; welcoming and helpful in person when dealing with colleagues across the organisation and/or patients and families
• Uses of empathy and emotional intelligence when dealing with difficult situations
• Exercises judgement and problem solving skills
• Ability to multi-task, plan and organise straightforward activities
• Able to demonstrate own activities to new or less experienced employees/support day to day coordination of staff.
• Able to use databases, input and interpret complex information and data
• Understands the importance of confidentiality and takes responsibility for protecting confidential information.
• Able to follow routine and non-routine written procedures, processes, and verbal instructions accurately with attention to detail
• Able to work as an effective team player and work autonomously to manage own workload to meet deadlines.
• Ability to accurately check correspondence, scanned docs
• Demonstrate evidence of commitment to professional development

GOSH Culture and Values

• Experience of working as part of a diverse team.
• Experience of contributing to an inclusive workplace culture.

Please be advised that:

The recruitment process for all admin and clerical roles at Bands 2-4 will be a two stage recruitment process whereby shortlisted candidates will undertake an online literacy, numeracy, ICT and typing test. Only those candidates who pass the competency test will proceed to a formal interview.

The closing date given is a guide only. There may be some occasions where we have to close a vacancy once sufficient applications have been received. It is therefore advisable that you submit your application as early as possible to avoid disappointment.

Only those candidates who clearly demonstrate how they meet the person specification criteria for this post will be shortlisted. Please note that where high volumes of applicants have been received, additional criteria may on occasion be used to determine the final shortlist.

We are an accredited Living Wage Employer.

Employer certification / accreditation badges

The postholder will have regular contact with vulnerable people 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.