Job Description

We are looking for an experienced administrator to join our busy photographic team with primary responsibility for facilitating the move from our existing clinical photography app to our newly developed Galerie app. The right person will have a good experience of general administrative duties and proven experience with data entry and migration.With a strong technical ability and an analytical mind, their organisation skills will be first class, and they will have the ability to flex according to different demands.Our new colleague will be motivated by a level of autonomy and be able to work independently using their initiative, applying a high degree of professionalism to all their work. They will support the photography team in promoting the Galerie app to clinical colleagues, improving awareness and engagement.Candidates with administration and data input skills gained from working within a fast-paced clinical environment would be ideally suited to this position.Main duties of the jobThe main duties of the job are to assist the Medical Photography team in administering the new clinical photography app, promoting it across the Trust and training staff on how to use it.In addition, the post holder will spend a majority of their time moving patient photography files from our outgoing system to the electronic patient record system.About usOur 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: * 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

• Widening access (anchor institution) and employability
• Improving the experience of staff with disability
• Improving the EDI literacy and confidence of trust staff through training and development
• Making equalities mainstream

Date posted03 April 2025Pay schemeAgenda for changeBandBand 4Salaryxc2xa326,530 to xc2xa329,114 a year per annumContractPermanentWorking patternFull-timeReference number197-RF6629Job locationsUniversity Hospital LewishamLewisham Hight StreetLondonSE13 6LHJob descriptionJob responsibilitiesKey Result Areas & Performance:Manage back-up and data flow from retired Trust image database, archiving existing images to the relevant Electronic Patient Record (EPR) system.Develop and maintain record system documenting which files have been archived.Monitor active/inactive Galerie users and allocate/reallocate licenses in accordance with standard operating procedures.Monitor and amend access to Teams channel for Galerie users.Monitor the Galerie in-box, responding to routine enquiries where applicable. Where required, distribute and prioritise incoming emails, using judgement and experience to decide which messages require urgent action and which may be passed directly to colleagues for action and information.Deal with non-routine enquiries received by the team, sending out all the relevant documents/other information as requested, providing direct support for all enquiries, progress chasing and problem solving.Support and maintain appropriate and effective photographic management systems to ensure a smooth flow of information within the department. Working proactively, suggesting and implementing changes to local procedures and processes to improve efficiency, where appropriate.Create databases to collect and monitor information to assist with the collection and provision of statistical data as required and the ability to extract, manipulate, analyse complex data sets and communicate them in an easy-to-understand manner.Receiving and dealing with telephone enquiries as appropriate.Input and look up data on Trust IT systems in accordance with Trust policy.Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department.To organise and co-ordinate meetings, training events, project or steering group meetings for the photography team, organising diaries, taking and distributing minutes, preparing materials/delegate packs and arranging venues, catering and equipment.Enter quality feedback and other data to databases and spreadsheets to a high level of accuracy and efficiency, and support management staff in the production and dissemination of routine reports as needed.Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint and Excel. The post-holder will need to become expert in using both the canvas and model driven versions of the Galerie app full training will be given.Collate and evaluate information gathered via forms, reports and other information.Maintain department databases and ensure all filing is kept up to date.It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, always maintaining confidentiality. The post holder will provide an empathic and sensitive point of contact for service users. Job descriptionJob responsibilitiesKey Result Areas & Performance:Manage back-up and data flow from retired Trust image database, archiving existing images to the relevant Electronic Patient Record (EPR) system.Develop and maintain record system documenting which files have been archived.Monitor active/inactive Galerie users and allocate/reallocate licenses in accordance with standard operating procedures.Monitor and amend access to Teams channel for Galerie users.Monitor the Galerie in-box, responding to routine enquiries where applicable. Where required, distribute and prioritise incoming emails, using judgement and experience to decide which messages require urgent action and which may be passed directly to colleagues for action and information.Deal with non-routine enquiries received by the team, sending out all the relevant documents/other information as requested, providing direct support for all enquiries, progress chasing and problem solving.Support and maintain appropriate and effective photographic management systems to ensure a smooth flow of information within the department. Working proactively, suggesting and implementing changes to local procedures and processes to improve efficiency, where appropriate.Create databases to collect and monitor information to assist with the collection and provision of statistical data as required and the ability to extract, manipulate, analyse complex data sets and communicate them in an easy-to-understand manner.Receiving and dealing with telephone enquiries as appropriate.Input and look up data on Trust IT systems in accordance with Trust policy.Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department.To organise and co-ordinate meetings, training events, project or steering group meetings for the photography team, organising diaries, taking and distributing minutes, preparing materials/delegate packs and arranging venues, catering and equipment.Enter quality feedback and other data to databases and spreadsheets to a high level of accuracy and efficiency, and support management staff in the production and dissemination of routine reports as needed.Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint and Excel. The post-holder will need to become expert in using both the canvas and model driven versions of the Galerie app full training will be given.Collate and evaluate information gathered via forms, reports and other information.Maintain department databases and ensure all filing is kept up to date.It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, always maintaining confidentiality. The post holder will provide an empathic and sensitive point of contact for service users.Person SpecificationQualifications and TrainingEssential

• Good basic education to GCSE level (grades A to C)
• NVQ4 or equivalent qualification/experience
• Good standard of oral and written English
• Numeracy skills

Desirable

• Qualification/training relating to the extended Microsoft O365 suite of products (e.g. Sharepoint, MS Lists, MS Forms and Power platform, including Power Automate and Power Apps).

ExperienceEssential

• Competent working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
• Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
• Good organisational skills
• Able to use own initiative and deal with the unpredictable
• Able to work under pressure and to multitask
• Able to work to deadlines
• Experience of working in a busy office / customer care environment

Desirable

• Experience working with Microsoft Power Platform (e.g. Power Automate, Power Apps, Co-Pilot).

KnowledgeEssential

• Articulate with excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Excellent organisation skills and ability to multitask
• Ability to work autonomously
• Advanced keyboard / IT skills
• Ability to manage and prioritise own and other's workload and use own initiative
• Excellent time management skills ability to prioritise conflicting demands in order to meet deadlines

Desirable

• Knowledge of the extended suite of Microsoft O3635 products

Person SpecificationQualifications and TrainingEssential

• Good basic education to GCSE level (grades A to C)
• NVQ4 or equivalent qualification/experience
• Good standard of oral and written English
• Numeracy skills

Desirable

• Qualification/training relating to the extended Microsoft O365 suite of products (e.g. Sharepoint, MS Lists, MS Forms and Power platform, including Power Automate and Power Apps).

ExperienceEssential

• Competent working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
• Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
• Good organisational skills
• Able to use own initiative and deal with the unpredictable
• Able to work under pressure and to multitask
• Able to work to deadlines
• Experience of working in a busy office / customer care environment

Desirable

• Experience working with Microsoft Power Platform (e.g. Power Automate, Power Apps, Co-Pilot).

KnowledgeEssential

• Articulate with excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Excellent organisation skills and ability to multitask
• Ability to work autonomously
• Advanced keyboard / IT skills
• Ability to manage and prioritise own and other's workload and use own initiative
• Excellent time management skills ability to prioritise conflicting demands in order to meet deadlines

Desirable

• Knowledge of the extended suite of Microsoft O3635 products

NHS