Job Description

Site Administrator Position



Full Time position



Monday to Friday - Mawbey Brough Health Centre



A rewarding opportunity has emerged for an enthusiastic administrator to join the Site Administration team within the Integrated Local Services directorate.



We are looking for a proactive and highly organised Site Administrator to take full ownership of the day-to-day running of the site. This key role combines administrative responsibilities with oversight of facilities and health & safety compliance. The Site Administrator will act as the first point of contact for patients, visitors, and staff, ensuring a welcoming and well-maintained environment for all.



The role within the Site Administration team is a vital one, ensuring the smooth running of 14 health centres across Lambeth and Southwark. The administrator's key duties include providing customer service, processing appointments, addressing patient queries, and upholding health and safety standards. The role also requires strong IT skills ( Epic ), customer service experience, and an understanding of health and safety policies. As an integral part of the team, the administrator will have opportunities to participate in site improvement projects and contribute to the ongoing development of the services offered.



Site Ownership and Oversight



Maintain and uphold site standards, ensuring smooth day-to-day operations.



Act as the main liaison for all site-related matters, escalating issues where appropriate.



Ensure compliance with all Health & Safety regulations, policies, and procedures.



Conduct regular health & safety checks, reporting hazards and following up on necessary actions.



Manage general facilities administration , including cleaning, maintenance, and supplier coordination.



Reception and Patient Services



Greet and support patients and visitors, offering a professional and welcoming front-of-house service.



Handle incoming telephone calls, directing queries appropriately and taking accurate messages.



Manage patient referrals and the booking of follow-up appointments in a timely and efficient manner.



Respond to patient queries with empathy and professionalism, ensuring accurate information is provided.



Administration and Support



Oversee all aspects of site administration , including documentation, logs, and data entry.



Report building faults and maintenance issues promptly to the relevant departments or contractors.



Book patient transportation as required, coordinating with clinical and transport teams.



Manage and resolve day-to-day site-related issues and staff queries , promoting a positive working environment.



Provide general support to clinical and non-clinical staff as needed.



The Integrated Local Services directorate within this clinical group 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 inpatient hospital services serve the Guy's and St Thomas' sites. 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.



Duties and Responsibilities

Reception Duties

Provide a high-quality reception service, with minimal supervision, to all users ensuring an efficient, professional and prompt reception and administration service is delivered at all times To maintain a visitor register at reception. Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users Manage all telephone calls according to departmental standards and respond appropriately to maintain effective communication channels. To deal with and work through complex and challenging enquiries from patients, service users, carers, family members, referrers, partner organisations and staff in the Organisation in a courteous, efficient and tactful manner ensuring wherever possible that there is a positive outcome

General site administration



Monitor stationery and clinical supplies to shared clinical space, ensuring good stock control and notifying relevant named individuals to place orders and replenish when necessary Ensure office equipment and computers are operational and in working condition Be responsible for keeping the reception and waiting area tidy. Maintaining the notice boards, ensuring information is up to date and consistent with CQC environment requirements. To conduct a site walk round to maintain health and safety standards, and to report to Essentia any faults or incidents such as security issues/ alarm problems. To receive and direct contractors attending the site * To receive and distribute deliveries and supplies