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Job summary

Main area
Admin
Grade
NHS AfC: Band 3
Contract
Fixed term: 9 months (Maternity cover - end date 5th December 2025)
Hours
Full time - 09:00 -17:00
Job ref
196-A&C767
Employer
Guy's and St Thomas' NHS Foundation Trust
Employer type
NHS
Site
Health Inclusion Team
Town
Streatham
Salary
£29,485 - £31,088 inc HcA
Salary period
Yearly
Closing
09/03/2025 23:59
Interview date
21/03/2025

Employer heading

Guy's and St Thomas' NHS Foundation Trust logo

Administrator

NHS AfC: Band 3

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.



Job overview

Administrator,  (Refugee and Asylum Seeker Service)

 F/T: -37.5 hrs (maternity cover - 9 months fixed term contract 6th Dec 2025)

 Salary:  AFC - Band 3

The Refugee and Asylum Service works across Lambeth, Southwark, and Lewisham to provide a high-quality comprehensive health service for refugees and asylum seekers, who have difficulty accessing primary care services.  Service includes health screening and other aspects of primary care at various sites. 

The post-holder will support the team operating at Tessa Jowell Healthcentre and Barry House (Initial Accommodation).   You will be working in an award-winning team supporting staff to deliver high-quality care to the most vulnerable client groups.  We are looking for a dedicated individual with a range of office administration experience and excellent organisational skills to manage a busy workload.

Good communication and interpersonal skills are required as you will be working with various multi- disciplinary organisations.  The post holder must also be able to problem solve, enjoy team working, and have a flexible approach to work including occasional work at other sites. 

If you are looking for an interesting job with a wide range of responsibilities, this post will prove an exciting challenge.

Closing date: 9th March 2025

Interview date: 21st March, 2025

For further details/informal visit, please contact: Esther Igali, Service Co-ordinator [email protected] / 020 8194 7530 (during office hours)

Main duties of the job

Acts as a first point of contact for queries when working at various sites including Hotels and Initial Accommodation as well as when covering for the Service Administrator, providing face to face contacts with refugees and asylum seekers. This include registering the clients onto EPIC data base and coordinates the clients’ appointments; signposting and travel arrangements which includes ordering travel tickets and booking patient transport

  • Provide high quality administrative support to the team which offers outreach services to the hotels and also at other sites. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms and other general administrative support.
  • Play a key role in the efficient day to day activities of the department
  • Often be the first point of contact for the service and communicate in a professional and courteous manner.
  • Answer general queries and explain information relating to the department.
  • Work at another site when required.
  • Undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service

Working for our organisation

The Refugee and Asylum Seeker Service is recognised to be winners of various awards which include two-time Winner of Lammy Award, Regional Winner of Health and Social Care Award for Improving Health and Reducing Inequalities, Inclusion Award Winner of Kolfoworla Abeni Pratt Fellowship, Winner of BMJ Award, Winner of GSTT Care Award).  They are also known to be a friendly team that aims to assist these clients in accessing mainstream health services.

You will have the opportunity to work in a multi-disciplinary and award-winning team supporting staff to deliver high-quality care to the most vulnerable client groups.

Detailed job description and main responsibilities

·  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 for short periods of time.

·     Maintain departmental 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.

Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.

 

Person specification

Qualifications/Education

Essential criteria
  • Good general education with English and Maths to GCSE standard or equivalent
  • NVQ 2, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles

Previous experience

Essential criteria
  • Proven business administration experience which demonstrates an understanding of the key functions of providing an admin support service
  • Experience working in a customer service setting
Desirable criteria
  • Experience of working with marginalised groups, such as refugees and asylum seekers.

Skills/ Knowledge/ Ability

Essential criteria
  • Proficient in the use of IT systems and applications, including Microsoft Word, Outlook, and Excel
  • Ability to work as part of a team as well as using own initiative
  • Excellent organisational skills and attention to detail
  • Excellent command of English – both written and spoken
  • Ability to develop and maintain good working relationships with all levels of staff
Desirable criteria
  • Experience of using Interpreting services with patients/clients whose first language is not English

Employer certification / accreditation badges

Timewise helps businesses to attract and develop the best talent through flexible working.Care quality commission - GoodDisability confident employer

Applicant requirements

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.

Documents to download

Apply online now

Further details / informal visits contact

Name
Esther Igali
Job title
Service Co-ordinator
Email address
[email protected]
Telephone number
020 8194 7530
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