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.
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.
Are you highly organised, proactive, and passionate about supporting healthcare teams? Join our Nutrition & Dietetics Department as a Community Dietetics Services Co‑ordinator and play a vital role in delivering exceptional care to patients across South East London.
In this dynamic role, you’ll be the central point of contact for our community services - the Home Enteral Nutrition (HEN) and the Special Educational Needs & Disabilities (SEND) Dietetic Teams, ensuring smooth day-to-day operations. From managing complex administrative processes and coordinating meetings to supporting service development projects, you’ll help keep our services running efficiently and to the highest standards.
You’ll also:
1. Lead and supervise administrative staff, fostering a collaborative and supportive environment.
2. Manage budgets and resources, including ordering and monitoring enteral feeding supplies.
3. Drive service improvements, streamline processes, and contribute to innovative projects.
4. Work closely with multidisciplinary teams (MDT), and other healthcare providers, to enhance patient care.
This is a fantastic opportunity for someone with strong organisational skills, excellent communication, and a problem-solving mindset to make a real impact in community healthcare. If you thrive in a fast-paced environment and want to be part of a team that values respect, teamwork, and continuous learning, we’d love to hear from you!
PLEASE NOTE: We are unable to offer sponsorship for this post
Main duties of the job
5. Providing comprehensive administrative support to the HEN Team and SEND Dietetic Team, ensuring smooth day-to-day operations.
6. Acting as the first point of contact for enquiries, handling sensitive and complex information with professionalism and discretion.
7. Coordinating meetings, prepare agendas and minutes, and manage diaries.
8. Supervising and supporting administrative staff, including line management responsibilities such as recruitment, one-to-ones and performance reviews.
9. Managing budgets and resources, including ordering and monitoring enteral feeding supplies and overseeing stock control.
10. Producing reports, spreadsheets, and presentations, supporting service development and performance monitoring.
11. Working collaboratively with multi-disciplinary teams (MDT) and other healthcare providers to deliver high-quality patient care.
Skills and Qualities We’re Looking For
12. Strong administrative experience in a busy office environment.
13. Excellent organisational and problem-solving skills, with the ability to prioritise workload effectively.
14. Confident in using ICT systems, including Microsoft Office (Word, Excel, PowerPoint) and patient record systems such as RiO and EPIC.
15. Clear and professional communication skills, both written and verbal.
16. Ability to work independently and as part of a team, using initiative and maintaining confidentiality at all times.
17. A proactive, reliable, and conscientious approach to supporting service delivery.
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:
18. 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
19. Widening access (anchor institution) and employability
20. Improving the experience of staff with disability
21. Improving the EDI literacy and confidence of trust staff through training and development
22. Making equalities mainstream
Detailed job description and main responsibilities
Job description attached (with person spec)
Job Summary:
The post holder will provide comprehensive administrative and secretarial support to the Home Enteral Nutrition (HEN) Team and Dietetic Team for Children with Special Educational Needs and Disabilities (SEND) resolving day to day problems independently. Make informed decisions within area of responsibility, ensuring that agreed standards and targets are met in accordance with departmental, Trust and national standards, policies and procedures. Act as a source of advice and guidance, and the first point of contact for enquires for the HEN and SEND Teams. Coordinate the preparation of meetings, agendas and minutes, taking appropriate follow up action as required.
The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professional and ethical standards at all times.
The post holder will be a key member of the HEN and SEND Teams and will undertake roles and responsibilities in accordance with the grade and nature of the post. These will include specific project work and full meeting facilitation.
The post holder will provide line management and supervision to other administrative staff working within the HEN and SEND Teams.
Key Result Areas & Performance:
·To provide consistent and efficient administrative support
·Demonstrate effective time management and workload prioritisation
·To ensure confidentiality of information, both verbal and written, at all times
·To support the HEN and SEND Team Service Leads with administrative tasks
·Ensure continuous review of administration policies and procedures
·Implement and develop new processes and guidance in order to secure efficient and effective operation of the service
·Develop and maintain standard operating procedures in relation to the work of the Head of Nutrition and Dietetics
·Undertake any project work as required, including obtaining information from the internet, collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant Trust systems, as determined by the role, ensure all relevant data is collected and input accurately in line with the Trust guidelines.
·Share ideas for potential service improvement
·Provide an efficient and comprehensive secretarial and clerical service to the HEN and SEND leads on a day-to-day basis and be fully involved member of the Community Dietetics teams
·To act in the role of Fire Marshall for the HEN Team base.
Workforce
·Provide line management, supervision and advice to other administrative staff working in the HEN and SEND Teams. This will include carrying out one to ones, PDRs, sickness management and performance review as required.
·Support and co-ordinate administrative task schedules for Dietetic Assistants and HEN Support workers within the HEN and SEND Teams
·To be involved with recruitment of Band 3 and Band 4 staff within the HEN and SEND Teams
·To provide administrative support for the recruitment of other roles within the HEN and SEND Teams
Financial
·To oversee entry of invoices/financial data in order to cross charge and re-bill appropriately, including the request for credits
·To check budget statements/invoices (Identify anomalies, reconcile/rectify anomalies, take appropriate action/escalate)
·Deal with private invoices
·Retrieve data relating to the supply of goods
·To process documentation relating to the supply of goods
·To be familiar with the SBS ordering system, using it appropriately and liaising with Supplies department as necessary
·To understand ordering and monitoring of Community Enteral Feeding Supplies for tube fed adults and children in Lambeth, Southwark and Lewisham
·To oversee the process for ordering and monitoring the provision of enteral feeding supplies of adults and children referred to the HEN Team for budget management only
·To oversee stock control management of clinical and stationary supplies for the HEN and SEND Teams
Partnerships - Communications and Relationships
·To use initiative in handling queries, based on knowledge of the departments, within the boundaries set by the HEN and SEND Service Leads
·To be the central point of contact for the HEN and SEND Teams as requested
·In a courteous and professional manner, respond positively and promptly to enquiries and incoming calls/emails – taking suitable course of action as necessary, liaising with others as appropriate
·Greet and receive guests who are visiting the HEN Team
·To communicate sensitive and complex information to individuals/other service users or departments
·To liaise with professional staff/managers and other colleagues outside of the service
·To deal with freedom of information requests on behalf of therapy services as requested
·To work collaboratively with other teams and organisations as appropriate to the role, such as the acute Nutrition and Dietetics Teams at Lewisham and Greenwich NHS Trust, the Community Head and Neck Cancer Therapy Team, Community Children’s Nursing Teams, the Enteral Feeding Company
·Typing which includes correspondence of a varied, complex, unpredictable nature
·Writing reports including graphical presentation of statistics / finance / human resources / other information
·Create PowerPoint presentations
·Create and update forms for data collection
·Maintain spreadsheets and provide reports, as detailed, and also include analysis of trends and producing reports for service development
·To compose letters as required
·To type correspondence, medico-legal reports, minutes and other documents
·To design and type patient hand-outs and booklets, service profiles, standards and keep all changes up to date in handbooks.
·To utilise the Teams’ Electronic Patient Records Systems for inputting patient information and retrieving reports and data. This includes the Electronic Patient Registration & Records System of the Enteral Feeding Company providing supplies to adults and children on the HEN Team caseloads
·To co-produce the Team Newsletter, alongside HEN-SEND Team staff
General
Meetings Management
·Organise venues and facilities
·Send out meeting invites and confirm attendances
·Preparation of agendas and minutes, taking minutes, transcribes and distributes agreed documents.
·Attend team meetings
·Organise a schedule of required meetings for the forthcoming year in co-operation with the HEN and SEND Service Leads and or Clinical Leads
·Participate in meetings with the Enteral Feeding Company as requested by the HEN Team Service Lead, such as Community Contract Review Meetings and meetings with the Enteral Feeding Company Patient Services Team
·Represent the HEN and SEND Teams at the relevant Building User Group Meetings and other meetings relating to office and/or administrative processes
·To support with the organisation of the HEN-SEND Team away day, training sessions and CPD events
Service Management Support
·Produce ad-hoc and routine reports for HEN and SEND service Leads, Allied Clinical Services/Children and Young People Divisions and Southeast London commissioners, including graphical presentation
·Gathering and interpreting detailed information to support manager e.g. Complaints, incidents etc.
·Maintain clinical governance log including complaints database
·Co-ordinate and collate monthly reports for Community Performance on behalf of HEN and SEND Team Service Leads
·Co-ordinate and facilitate induction programmes for staff as required
General Office Activities
·Organise Set up and maintain appropriate systems to facilitate the efficient retrieval of information
·Retrieve information as requested from a variety of sources including the internet and the resource centre
·Manage diaries
·Train all departmental staff and others to understand office activities and procedures
·Collation and presentation of staff departmental information as required
·Implement actions from departmental risk assessment as required
·To be familiar with Eroster, updating rotas and inputting of staff absence
·Participate in appropriate training and developmental activities
·Set up and maintain appropriate systems for the management of the HEN and SEND Team Offices, including purchasing and maintenance of equipment, such as office/IT equipment, pool car, anthropometric equipment including weighing scales, parking permits
·Report incidents and complaints, to the Trust and/or Enteral Feeding Company
·Investigate and/or respond to complaints and incidents as delegated by the HEN and SEND Service Leads
·Ensure compliance with health and safety regulations by following Trust policies and procedures and conducting risk assessments, coordinating training sessions and seeking advice from LGT support services to maintain a safe and compliant workplace, escalating any risks/ areas of concern to HEN and SEND Team service leads
Person specification
Essential criteria
23. Educated to Degree level
24. Equivalent experience in health, nutrition, administration or related field
Experience
Essential criteria
25. Office Administration Experience
26. Supervising other team members
27. Line management
28. Task delegation
29. Working with and managing patient confidential data
30. Diary management
31. Experience of working as part of a team
32. Maintaining good working relationships across a range of staff levels both internally and externally
33. Excellent communication skills – verbal and written
34. Good planning and organisational ability
Desirable criteria
35. NHS/Healthcare Experience
36. Computerised ordering of goods
37. Previous administrative experience in a similar environment
38. Electronic Patient Records Systems
Knowledge
Essential criteria
39. Thorough working knowledge of Microsoft office packages. Including Word, PowerPoint & Excel
40. Excellent understanding of general office working procedures
41. Ability to organise information
42. Ability to produce data visualisations e.g. graphs and reports of statistical data
43. Business writing skills (letters, emails)
44. Good telephone manner
45. Able to work alone or with others
Desirable criteria
46. Working knowledge of Power BI
47. Working knowledge of AI packages
Personal Qualities
Essential criteria
48. •Problem solving approach •Able to prioritise workload •Self-motivation •Ability to work under pressure •Able to use own initiative •Able to multitask •Understands limits of own responsibilities
Personal Qualities
Essential criteria
49. Problem solving approach
50. Able to prioritise workload
51. Self-motivation
52. Ability to work under pressure
53. Able to use own initiative
54. Understands limits of own responsibilities
55. Able to multitask
Personal Qualities
Essential criteria
56. Problem solving approach
57. Able to prioritise workload
58. Self-motivation
59. Ability to work under pressure
60. Able to use own initiative
61. Able to multitask
62. Understands limits of own responsibilities
We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.
As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women’s staff networks to bring staff together and celebrate diversity across our whole workforce.
Please note that sponsorship under the Skilled Worker route is subject to Trust allocation and UK Visas and Immigration (UKVI) approval.
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.