Administrator - Physiotherapy | Guy's and St Thomas' NHS Foundation Trust

Overview

An exciting opportunity has arisen within the Physiotherapy Department for a full‑time post (37.5 hours per week). The role involves working a rotating shift pattern, Monday to Friday between 07:30 and 18:00, with occasional Saturdays, subject to service demand. There is also an expectation of cross‑site working, covering Guy’s Cancer Centre and Therapies Outpatients at Guy’s Hospital (London Bridge), as well as the Physiotherapy Department at St Thomas’ Hospital (Westminster Bridge Road).

We are seeking a dedicated and enthusiastic individual with excellent attention to detail and strong customer service skills. The successful candidate will be able to prioritise a busy workload, work effectively under pressure, and demonstrate a good understanding of the 18‑week RTT pathway. Please note due to high response rate we sometimes close adverts early and we advise you to apply as early as possible.

The successful candidates will join a small to medium‑sized, supportive administrative team and will be responsible for:

• Providing a welcoming and efficient reception service
• Responding to patient queries and concerns in a professional and compassionate manner
• Booking, cancelling, and rescheduling outpatient appointments across multiple sites (Pulross, Guy’s Hospital, Gracefield Gardens, St Thomas’ Hospital, and Guy’s Cancer Centre)
• Ensuring that all data is entered accurately into the computerised hospital system (EPIC)
• Supporting day‑to‑day waiting list management for Physiotherapy services
• Liaising closely with clinicians and the wider multidisciplinary team to ensure patients are booked within agreed time frames
• Escalating capacity, pathway, or booking issues to Team Leaders to support timely resolution

The administrator will be the first point of contact for patients and service users providing an in‑depth knowledge of outpatient scheduling appointments.

• Providing high quality administrative support to the department (including bookings of meeting rooms and hospitality, organising audio‑visual equipment, ordering department supplies such as stationery plus any other ad hoc duties)
• Providing 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 advice and support to new or less experienced employees on own administrative duties
• Maintaining hospital EPIC system in a timely and accurate manner; assisting with the collation of data as required
• Providing excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users
• Undertaking any other reasonable duties necessary to ensure the smooth running of the service

• 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

• A good understanding of the 18‑week patient pathway and previous hospital administration experience is desirable, but will not bar recruitment for this role
• Confident using IT systems and willing to learn new software
• Able to communicate clearly (written and verbal) and professionally with colleagues and patients
• Reliable, flexible, and able to work as part of a team
• Willingness to learn and take on new administrative tasks with support

Guy’s and St Thomas’ NHS Foundation Trust comprise of 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 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.