Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services. Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital. Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions. Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients. In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research. We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit. Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’. The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients. We have one of the most ambitious capital investment programmes anywhere in the NHS. Job overview First point of contact for the Site Administrators regarding their lateness, sickness and absence and to arrange appropriate cover to the required sites based on the Rota resources. Support the Assistant Service Manager in the delivery against targets of a range of service areas. The post holder will be the main contact to support the ASM in ensuring co-ordinated and timely responses for any requests in relation to ILS. It is expected that collectively all post holders will coordinate best practice and ensure consistency of operation within generic work areas. Responsible for providing administrative support to the Matron with wards' Clinical Governance meeting Support the Assistant Service Manager when required with building concerns when they arise. The post holder will be responsible for liaising with the Patient transportation services for the patients and responsible to attend all patient transportation related meetings. To ensure the resolution of enquiries, complaints, and requests for services as soon as possible. Where required, carry out investigations to resolve service issues and identify areas for improvement. Liaise with the Essentia, service providers and all stake holders, Undertake any administrative tasks and other duties as appropriate, including reception cover when the rota requires. Manage day-to-day services in accordance with agreed objectives, targets, quality standards, controls and resource constraints. Main duties of the job Responsible for the day-to-day management of the allocated Site Administrators and ensuring that staff are managed in line with Trust Policies Provide leadership to the team, always acting as a positive role model. To assist the Assistant Service Manager in recruit, induct, develop and support the team delivering the required services. To carry out monthly informal 1:1 meetings on behalf of the Assistant Service Manager Deal with patient complaints and investigate incidents from Radar. Provide support in review and report on staff performance, working with individuals to set clear standards and objectives, identifying training and development needs and performance/conduct issues as appropriate. Motivate and support staff to complete their mandatory trainings so that they understand the objectives of the service within which they work and can maximise their contribution to the highest standard of patient care. Log all staff requests for Annual or special leave to assist the Assistant Service Manager, by first checking the rota to ensure they are adequately covered. Ensure that the Trust’s HR policies are adhered to within the department. Working for our organisation Guy’s and St Thomas’ NHS Foundation Trust comprises 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 are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark. 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, and NHS organisations, local authorities and charitable bodies and GPs Detailed job description and main responsibilities The duties and responsibilities listed below are representative of the Admin Team Lead role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative or managerial duties and responsibilities commensurate with the level of the post, to support the smooth running of the service. Support the Assistant Service Manager in managing various areas of service, g., interpreter or travel bookings, internal reporting and proposal drafting, etc. This will require working autonomously to understand and drive operating targets, budget controls, and relevant HR management. Ensure effective processes and procedures are in place to monitor and track performance against agreed targets within the service that may be performance related. Problem-solve all day-to-day management issues organising and reallocating work where situations change due to variations to the work load and/or staffing availability, and arrange cover as necessary. Exercise delegated authority on behalf of clinicians to resolve day-to-day management issues within the service. Manage the analysis of data so, service and clinical leads have access to timely and accurate information on all key performance indicators. To lead in specific projects and/or initiatives delegated to the post To support the ASM in providing a coordinated response related to information and monitoring requests across all teams within their remit. Take minutes for complex case meetings Monitor presentation of clinical correspondence to set and maintain appropriate quality Support head of service and clinical leads by preparing PowerPoint presentations and preparation of research articles. Produce high quality PA support to managers, clinical leads, head of service, clinicians and clinical teams when required When appropriate, type clinical letters which may include those of a distressing or emotional nature as well or other relevant correspondence and documents required. Effectively communicate with a multi-disciplinary group of people, demonstrating interpersonal skills when dealing with all levels of staff across the Trust, using persuasion, tact and reassurance where necessary. Deal with telephone calls related to the service, ensuring that customers are communicated with in a sensitive and effective manner and problems are dealt with promptly and Provide and Manage remote communication Person specification Qualifications Essential criteria Educated to HNC/Equivalent Diploma/equivalent experience GCSE Maths & English Desirable criteria Track record of significant continuous professional and management development Experience Essential criteria Experience of delivering Administrative and Clerical Services to health teams Significant experience of staff supervision/ staff management including recruitment/ retention /appraisal Desirable criteria To be flexible in their approach to the work, according to priorities and changing organisational systems Knowledge Essential criteria Have significantly contributed to meeting operational objectives Strong verbal and written skills including organising meetings and minute taking. Desirable criteria Evidence of establishing, maintaining and consolidating effective working relationships with clinicians and multi- disciplinary teams Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. Flexible working We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process. Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Please apply for this post by clicking "Apply Online Now." Applicant requirements This post will require a submission for Disclosure to be made to check for any unspent criminal convictions. Further details / informal visits contact Name RAJA P Kumaran Job title Assistant Service Manager Email address [email protected] Telephone number 07562170874