Job description:
This exciting new role will support the smooth, efficient, and effective running of the Lewisham and Greenwich Trust Tobacco Dependence Team (TDT). The post holder is responsible for supporting the TDT at Queen Elizabeth Hospital (QEH), Greenwich. The role includes following up patients, taking minutes, processing correspondence for the team, maintaining databases, acting as the first point of contact from clients/other departments/Trusts. To follow all procedures to support a rapid and accurate referral service which is customer focused. The post holder will ensure that all non-routine, administrative or organisational tasks are undertaken daily. The post holder is always expected to maintain complete confidentiality. We are looking for an enthusiastic and dynamic individual who can produce results in a challenging environment. As the TDT Administrator it will be your responsibility to provide administrative support for the TDT team. This role requires an ability to manage time and resources effectively to ensure that the serviceprovides highly effective support for smokers who are admitted to either Lewisham or Greenwich (QE) hospitals. Candidates with experience of working in a fast paced administrative role would be ideally suited to this position. The Tobacco Dependence Treatmentteam will have a specialist, an advisor, a maternity specialist, and an administrator on each of the hospital sites in the Trust and the team will sit within the Stop Smoking Service to form an integrated treatment pathway for inpatients as they are discharged to the community. The Trust stop smoking service covers Lewisham borough and delivers high quality interventions to a thousand smokers a year. As a small team, the environment is fast-paced and care is patient-centred, following NICE Guidelines. This is a Fixed Term Contract to end 31st March 2024 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: 1. 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 2. Widening access (anchor institution) and employability 3. Improving the experience of staff with disability 4. Improving the EDI literacy and confidence of trust staff through training and development 5. Making equalities mainstream Job Summary: The key function of this job is to support the smooth, efficient, and effective running of theLewisham and GreenwichTrustTobacco Dependence Team(TDT). The post holder is responsible for supporting the TDT across University Hospital Lewisham (UHL) and Queen Elizabeth Hospital (QEH), Greenwich. The role includes following up patients, taking minutes, processing correspondence for the team, maintaining databases, acting as the first point of contact from clients/other departments/Trusts. To follow all procedures to support a rapid and accurate referral service which is customer focused. The post holder will ensure that all non-routine, administrative or organisational tasks are undertaken daily. The post holder is always expected to maintain complete confidentiality. 1. Accountable to the Stop Smoking Team Lead. 2. To provide administrative support to the LGT Tobacco Dependence Team within the Stop Smoking Service. 3. To contribute to the smooth running of the office supporting the Team and other colleagues Key Result Areas Performance: 1. To deal appropriately with all phone referrals and enquiries, using initiative as to their disposition. 2. To process referrals for the TDT team following service protocols in a timely manner liaising with the referring team as required. 3. To make and record outcomes from follow up calls to service users. 4. To order and distribute resources to support clinical interventions, including tracking CO monitor allocations. 5. Maintain and monitor archiving systems (including deceased files). 6. To support the creation, maintenance, and development of all administration systems required by the TDT. 7. Access several computer systems to track patients progress and current status in treatment pathway. 8. Undertake data entry onto local and national databases and updating of spreadsheets. 9. To provide information to Management in a timely and reliable fashion as required. 10. To manage all incoming mail, using initiative as to distribution. 11. Participate in the development of the TDT. 12. To act as a minute taker for team meetings as required, transcribing in appropriate format, and distributing agendas and papers. 13. To occasionally engage with stakeholders and key partners and to represent the team while promoting the service. 14. To arrange meetings, taking messages and facilitating communication across all sites involved as required. 15. Flexible working to cover all duties, organising own day to day work, multi-tasking as necessary. 16. To undertake any other duties commensurate with the job where needed to ensure the smooth and effective running of the service as and when required. Work force 1. To attend and participate in departmental staff meetings and other meetings relevant to the post. 2. To attend any relevant mandatory or personal development days and in-house training sessions as required. 3. To take part in the Departmentâs Appraisal Scheme as necessary. 4. To assist in managing the petty cash system. Financial 1. To place orders on behalf of the team in a timely manner or as and when required. 2. To purchase items required by the team and to provide receipts and a printout of expenditure as and when requested by management. 3. To communicate with Procurement Teams and suppliers. 4. To create and process invoices for suppliers Partnerships Communications and Relationships The requirement to interact with others to achieve the objectives or purpose of the post. This will range from co-operating with other team members to multi agency working. General To maintain speed and accuracy when taking notes/minutes. To demonstrate good keyboard skills. To be competent in the use of a range of IT systems and be able to enter and update information on the relevant IT system as required. To provide minimal manual handling skills - moving stationery orders etc. To maintain concentration in a fast-paced environment with lots of distractions. To deal with enquiries from patients from a diverse section of the local population. To communicate with patient group who have a chronic disease. To work across the UHL and QEH sites, as required. To visit wards and departments across the hospital sites.
