Find More Than 10K+
United Kingdom Jobs

Job description

The Business Support Administrator will provide high quality administrative support to the department. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms and general administrative support to the Department.

The Business Support Administrator will play a key role in the efficient day to day activities of the department. The post holder will often be the first point of contact for the department and will be required to communicate in a professional and courteous manner.

The post holder will answer general queries and explain information relating to the department.

There four vacancies in total:
2 x full time permanent

1 x full time, secondment / fixed term for 10 months

1 x part time (18 hours per week) permanent

• Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, organising audio-visual equipment, ordering department supplies such as stationery plus any other ad hoc duties.
• Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.
• Provide administrative support to projects being managed within the service as directed.
• Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead / Assistant Service Manager for short periods of time.
• Provide advice and support to new or less experienced employees on own administrative duties.
• Maintain departmental and patient databases in a timely and accurate manner. Assist with the collation of data as required.
• Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users.
• Liaise with the medical, nursing and allied health professional staff to ensure the smooth running of the clerical function within clinics.
• Escalate any issues where appropriate to Team Leaders and Assistant Service Manager
• Undertake any other reasonable duties necessary to ensure the smooth running of the service.

The Integrated Local Services directorate provides a range of community and inpatient health services for adults within the communities of Lambeth and Southwark, with some services also provided in Lewisham. Our hospital-based inpatient and outpatient services provide care for adults from across the region. The services provided by the directorate include neighbourhood nursing, specialist rehabilitation and reablement (bed and home based), specialist palliative care and end of life care, vulnerable adults and prevention services, the @Home service, customer services and site administration services. Services are delivered in various locations including health centres, community bed-based units, patients’ homes and a range of other community locations. Our services work closely with all inpatient teams at Guy’s, St Thomas’, and King’s College hospitals, and collaborate closely with social services, mental health services and the voluntary sector.

The Business Support Administration function supports the Neighbourhood Nursing service through four hubs – Telephone Management, Referral Management, Lambeth Operational Hub and Southwark Operational Hub.

Processes relating to referrals and telephones are Centralised in the referral management and telephone management hubs respectively. The Lambeth and Southwark operational hubs support the nursing teams within the nursing team office bases, from the administrative team’s base or from home, as the work requires.

Duties and Responsibilities

The duties and responsibilities listed below are representative of the Business Support Administrator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.

Main Duties

• Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, organising audio-visual equipment, ordering department supplies such as stationery plus any other ad hoc duties.
• Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.
• Provide support for meetings, including the preparation and distribution of agendas and taking, transcription and distribution of minutes/ action notes. Follow up of action points arising from meetings.
• Provide administrative support to projects being managed within the service as directed.
• Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead / Assistant Service Manager for short periods of time.
• Providing support and leadership as well as supervision to the Band 2 administrators, if applicable.
• Provide advice and support to new or less experienced employees on own administrative duties.
• Maintain departmental and patient databases in a timely and accurate manner. Assist with the collation of data as required.
• Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users.
• Liaise with the medical, nursing and allied health professional staff to ensure the smooth running of the clerical function within clinics.
• Escalate any issues where appropriate to Team Leaders and Assistant Service Manager
• Undertake any other reasonable duties necessary to ensure the smooth running of the service.

Communication

• Act as first point of contact for callers and deliveries to the department.
• Ensure telephone calls are answered within the agreed time and in line with the Trust greeting policy.
• Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.
• Respond to patient queries or concerns in an effective and professional manner, escalating where appropriate to Team Leaders.
• Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place.

General Office Duties

• Maintain stationery supplies, order stationery, supplies and services in accordance with policies and procedures.
• Sort, distribute and handle incoming mail and in a timely and efficient manner. Ensure that outgoing mail is collected and dispatched. Arrange the receipt and delivery of courier mail and parcels as required.
• Photocopying, collation and distribution of reports, correspondence, handouts etc.
• Establish and maintain accurate and efficient filing systems.
• Ensure the department is maintained and kept tidy at all times.
• Covering front desk duties as required.
• Reporting and monitoring any maintenance / facilities as appropriate.
• Where based at a Community site, the post might also involve assisting with aspects of site/facilities management, such as assisting with organising repairs and maintenance at the site.
• Ensure that local and Trust policies are adhered to at all times.
• Participate in department development as appropriate and participate in departmental meetings.
• Undertake any training as required to complete the tasks associated with the job role.

The post holder is required to follow Trust policies and procedures which are regularly updated including:

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 2018. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 2018 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.

Following the Freedom of Information Act (FOI) 2000, post holders must apply the Trust’s FOI procedure if they receive a written request for information.

Information Governance

All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act), following national guidance (such as the NHS Confidentiality Code of Practice) and compliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner.

Equal Opportunities

Post holders must at all times fulfil their responsibilities with regard to the Trust’s Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trust’s health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with Trust infection screening and immunisation policiesas well as be familiar with the Trust’s Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.

Risk Management

All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trust’s use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated by the Trust to be mandatory.