Administrator

The Administrator will provide high quality administrative support to the department. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments, processing incoming and outgoing referrals, handling telephone calls and emails, filing, organising and booking meeting rooms and general administrative support to the Department.
The 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., · Provide high quality administrative support to the department, this may include booking meeting rooms and hospitality, organising audio-visual equipment, ordering department supplies and any other ad hoc duties.
· Booking appointments, handling telephone and email enquiries.
· Processing incoming and outgoing referrals.
· Typing and formatting letters, reports, minutes, presentations 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 for short periods of time.
· Provide advice and support to new or less experienced employees on own administrative duties.
· Maintain departmental and national 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.
· Undertake any other reasonable duties necessary to ensure the smooth running of the service., · 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.
· Booking appointments, handling telephone and email enquiries.
· Processing incoming and outgoing referrals.
· 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 for short periods of time.
· Providing support and leadership as well as supervision to the Band 2 administrators.
· Provide advice and support to new or less experienced employees on own administrative duties.
· Maintain departmental and national 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.
· Undertake any other reasonable duties necessary to ensure the smooth running of the service.
Communication
· Act as first point of contact for callers, visitors and deliveries to the department.
+ Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.
· Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place.
General Office Duties
· Maintain stationary 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.
Guy's and St Thomas' celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study's at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership.
Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy.
As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends.
Flexible working
We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual's personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process.
Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis.
Please apply for this post by clicking "Apply Online Now."

Guy's and St Thomas' is among the UK's busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services.
Guy's is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary's Hospital in Sidcup. St Thomas' has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children's Hospital.
Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions.
Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients.
In February 2021 the Royal Brompton and Harefield joined Guy's and St Thomas' NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research.
We have a reputation for clinical excellence and high quality teaching and research. We are part of King's Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King's College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit.
Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of 'good'. Our adult community services achieved a rating of 'outstanding'.
The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients.
We have one of the most ambitious capital investment programmes anywhere in the NHS., Guy's and St Thomas' NHS Foundation Trust comprises five of the UK's best known hospitals - Guy's, St Thomas', Evelina London Children's Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.
We are among the UK's busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.
We have a long tradition of clinical and scientific achievement and - as part of King's Health Partners - we are one of England's eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research's biomedical research centres, established with King's College London in 2007, as well as dedicated clinical research facilities.
We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.