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Job summary

Main area
Administration
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
197-R-UT7725
Employer
Lewisham and Greenwich NHS Trust
Employer type
NHS
Site
University Hospital Lewisham
Town
London
Salary
£27,485 - £30,162 plus Inner London HCAS
Salary period
Yearly
Closing
14/01/2026 23:59
Interview date
12/02/2026

Employer heading

Lewisham and Greenwich NHS Trust logo

Stop Smoking Service Administrator

Band 4

Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.

Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.

We have recently launched our new vision and values to mark the LGT10 – the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.

To achieve this we value Respect, Compassion, and Inclusion; Being accountable over  staying comfortable; Listening  over always knowing best; and Succeeding together over achieving alone. You can read more about our visions and values here

Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as “good” or “outstanding” in over three-quarters of the services inspected by the Care Quality Commission.

Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.

LGT is a centre for the education and training of medical students enrolled with King’s College London’s GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.

We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.

Job overview

This post is in a fast-paced Stop Smoking Service based in Lewisham hospital, providing support for people who live, work or study in the borough.

The post holder must be an experienced administrator with good IT skills and who is well organised in order to manage high volumes for patient data from multiple sources.

The role requires being the first point of contact for patients with the service, as such the requirement for high-quality customer service skills are also needed in order to make them feel heard and supported whilst they engage with our team.

PLEASE NOTE: We are unable to offer sponsorship for this post

 

Main duties of the job

To deal appropriately with all phone referrals and enquiries, using initiative as to their disposition. 

To process referrals for the LSSS team following service protocols in a timely manner liaising with the referring team as required. 

To order, manage and distribute resources and medications to support clinical interventions Implement /maintain/monitor archiving systems (including deceased files). 

To be responsible for the creation, population, maintaining and developing of all systems required by the Stop Smoking Service Team. To provide information to Management in a timely and reliable fashion as required. 

Creation of new forms and stationary for the team. 

To manage all incoming mail, using initiative as to distribution. 

Participate in the development of the Lewisham Stop Smoking Service. 

To act as a minute taker for team meetings as required, transcribing in appropriate format and distributing agendas and papers.  

To have a good working knowledge of IT systems and be able to enter and update information on the relevant IT system as required. 

To proactively engage with stakeholders and key partners and to represent the team while promoting the service 

Interview date: 12th February 2026

Working for our organisation

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

Detailed job description and main responsibilities

The key function of this job is to support the smooth, efficient and effective running of the Lewisham Stop Smoking Service (LSSS). The post holder is responsible for supporting the LSSS Team as the Team are based in University Hospital Lewisham and across the Community in Lewisham.  

This includes acting as the first point of contact from clients/other departments/Trusts,  processing referrals, booking appointments, ordering medications, creating invoices, taking notes at team meetings , processing correspondence for the team, maintaining databases, and providing occasional cover for clinical services.

The post holder will ensure that all non-routine, administrative or organisational tasks are undertaken on a daily basis. The post holder is expected to maintain complete confidentiality at all times. 

 

Person specification

Qualifications

Essential criteria
  • • Minimum 5 GCSEs (including Maths and English)
  • NVQ 3/RSA3 in business/finance/IT or equivalent with 3 years general admin experience.
Desirable criteria
  • NCSCT Accredited Stop Smoking Advisor

Experience

Essential criteria
  • Knowledge of financial computer systems and other financial areas such as financial petty cash.
  • Knowledge of ICT applications, Excel, Word, Powerpoint, Access, Internet search engines and e-mail, Website CMS and similar applications
  • Experience of managing stock control processes.
  • Experience of working with a variety of professionals.
  • Knowledge and awareness of customer care.
  • Confident to act on own initiative with minimal supervision.
  • Ability to work with and establish good working relationships at all levels with different disciplines both internal in the Trust and external
Desirable criteria
  • Experience of working within a social care or health environment
  • Knowledge of iCare, Quit Manager

Knowledge

Essential criteria
  • Ability to organise and analyse data effectively and produce reports for Senior Management.
  • Develops or creates reports for management.
  • Provide and receive complex and sensitive information, acting always in complete confidentiality.
  • Prepares and explains data in a manner which easily communicates issues to those who may not be familiar with the systems involved.
  • Uses persuasive skills where agreement and co-operation is required.
Desirable criteria
  • Communication skills training
  • Counselling skills

Employer certification / accreditation badges

Trust IDCapital Nurse, LondonVeteran AwareApprenticeships logoTimewise helps businesses to attract and develop the best talent through flexible working.No smoking policyLondon Living Wage is a voluntary commitment made by employers, who can become accredited with the Living Wage FoundationAge positiveDisability confident leaderArmed Forces Covenant (Silver Award)We offer Wagestream - A financial wellbeing benefit which lets you access your pay as you earn it.NHS Rainbow badgePrince's Trust - Proud to support the Prince's trust - Youth can do itStep into healthHappy to Talk Flexible WorkingArmed Forces Covenant

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

To ensure fairness and manageable shortlisting processes, some vacancies may have an application cap. This means the vacancy will close once a set number of applications have been received even if this happens before the advertised closing date.

We recommend applying as early as possible to avoid missing out. All applications received before the cap is reached will be considered equally and assessed against the person specification.

Documents to download

Apply online now

Further details / informal visits contact

Name
Matthew Seal
Job title
Stop Smoking Team Lead
Email address
[email protected]
Telephone number
07500 959448
Additional information

Call the Stop Smoking Team on 0800 0820 388

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