Team Administrator

Job overview

Band 3 Administrator

Divisions: Surgery or Women’s, Children’s and Sexual Health

Are you an organised, proactive individual with excellent communication skills? Join our dynamic administrative team at Lewisham and Greenwich NHS Trust, where you'll play a vital role in supporting our elective recovery programme and wider clinical services.

As a Band 3 Administrator, you will be responsible for handling patient and service-related telephone calls, providing timely and professional support to ensure smooth coordination across departments.

You may be placed within either the Surgery division or the Women’s, Children’s and Sexual Health division, depending on service needs.

Key Responsibilities:

• Answering and managing incoming calls related to elective recovery and patient queries
• Supporting clinical teams with general administrative duties, including data entry, filing, and scheduling
• Liaising with internal departments and external partners to ensure efficient service delivery
• Maintaining accurate records and updating patient information systems
• Assisting with service improvement initiatives and supporting team priorities

What We’re Looking For:

• Previous experience in an administrative or customer service role (NHS experience desirable)
• Strong verbal and written communication skills
• Ability to work independently and as part of a team
• Proficiency in Microsoft Office and patient record systems
• A compassionate and professional attitude towards patients and colleagues

Main duties of the job

Main Duties

As a Band 3 Administrator supporting elective recovery and general service delivery, your key responsibilities will include:

• Patient Contact and Communication Making high volumes of outbound calls to patients to confirm attendance for long-wait outpatient appointments (OPAs), diagnostics, and theatre cases (TCIs) Conducting pre-emptive calls to reduce non-attendance and improve clinic efficiency Managing short-notice cancellations and rebooking patients to minimise service disruption
• Making high volumes of outbound calls to patients to confirm attendance for long-wait outpatient appointments (OPAs), diagnostics, and theatre cases (TCIs)
• Conducting pre-emptive calls to reduce non-attendance and improve clinic efficiency
• Managing short-notice cancellations and rebooking patients to minimise service disruption
• Clinic and Pathway Support Chasing outcomes for uncashed or unoutcomed clinics to ensure accurate records and timely follow-up Supporting the administration of long-waiting patients across services Assisting with the building and booking of clinics to meet service demand
• Chasing outcomes for uncashed or unoutcomed clinics to ensure accurate records and timely follow-up
• Supporting the administration of long-waiting patients across services
• Assisting with the building and booking of clinics to meet service demand
• Operational Efficiency Performing “lift and shift” tasks to support the transfer of patient appointments and data between systems or services Relieving managers of routine administrative duties to allow focus on strategic priorities Providing general ad hoc administrative support across the division as required
• Performing “lift and shift” tasks to support the transfer of patient appointments and data between systems or services
• Relieving managers of routine administrative duties to allow focus on strategic priorities
• Providing general ad hoc administrative support across the division as required

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

Patient Communication

Make outbound calls to patients to confirm attendance for long-wait outpatient appointments (OPAs), diagnostics, and theatre cases (TCIs)

Conduct pre-emptive calls to reduce non-attendance and improve clinic utilisation

Manage short-notice cancellations and rebook patients promptly

Clinic and Pathway Support

Chase outcomes for uncashed or unoutcomed clinics

Administer long-waiting patient lists and ensure timely follow-up

Assist with building and booking clinics to meet service demand

Support “lift and shift” tasks to transfer appointments and data between systems

General Administration

Provide ad hoc administrative support to relieve managers of routine tasks

Maintain accurate filing systems and patient records

Liaise with internal departments to ensure smooth coordination

Cross-cover within the team during periods of absence or high demand.

Escalate issues to senior staff when necessary