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 The South London RRDN Officer plays a key role in providing high quality administration support, ensuring that the South London RRDN works effectively. The main role is to support the South London RRDN Office Manager, by providing administrative support for South London RRDN meetings including booking catering, rooms and minute taking where necessary, both face to face and via virtual platforms such as Microsoft Teams and Google Meet. The post overall will provide a broad range of support activities including ongoing and fixed term projects within the department. The ongoing coordination of the office will include dealing with callers and queries, procuring and organising office equipment and supplies, maintain office building facilities and liaise with service departments. A key part of the role would include raising and managing invoices on the department’s behalf for the research platform. Main duties of the job Develop and maintain robust office systems and standard operating procedures and ensure the office facilities meet Health and Safety regulations. Act as first point of contact for callers, visitors and deliveries to the South London RRDN Office, and for telephone and written enquiries. Receive and deal with incoming telephone calls in a polite and professional manner, re-directing or taking messages and using initiative to deal with queries where appropriate. Maintain effective information management systems, including databases and filing systems, ensuring both accessibility and confidentiality. Provide filing support for the South London RRDN department and maintain mandatory training processes and records to ensure departmental compliance. Provide administrative support to departmental events. This will involve booking venues, clarifying arrangements, collecting and collating all supporting paperwork, updating regular event contracts, coordinating travel and accommodation arrangements, processing claims for travel and subsistence expenses, and providing support on the day. Arrange and provide administrative support for meetings, including minute taking, preparing agendas and following up actions, compiling and distributing papers, booking meeting rooms and arranging catering, providing travel directions and acting as the first point of contact for members regarding meeting arrangements and attendance. Working for our organisation From October 2024, the current NIHR Clinical Research Network will be changing to become the NIHR Research Delivery Network (RDN). The RDN will continue to support the effective and efficient initiation and delivery of funded research across the health and care system in England for the benefit of patients, the health and care system and the economy, with a name that better reflects the scope and purpose of the network to support: ● Clinical trials and other well-designed health and social care research studies (including studies that are delivered outside of an NHS setting); ● Public health studies that require the recruitment of individuals within an NHS setting (that is, acute, ambulance, mental health, community or primary care) or an episode of care which involves contact with the NHS. Detailed job description and main responsibilities Provide efficient administration support to help senior managers coordinate meetings and events as required. Support in the production of the department’s reporting requirements including the collation and formatting of material. Ensuring accurate records are maintained to support timely reporting as required e.g. HR, finance reporting (including invoicing). Provide administration support and cover to the department and when necessary, assist in the diary management of South London RRDN Directors. Be responsible for the procurement of goods and services for the office and maintain records for these. Raise requisitions for purchase order numbers and ensure the timely payment of invoices. Raise and manage general invoices, as well as ensure the timely payment of invoices. Process staff expenses Be responsible for ordering stationery and ensure the stationery cupboard is tidy at all times. Be responsible for raising any IT requests on behalf of the South London RRDN Team. Keep up to date with general departmental developments. Provide effective administration support of recruitment processes including the coordination of timesheets for any temporary staff employed by the department. Support the implementation of projects, with minimal supervision to agreed goals and agreed timescales. Person specification Education and Qualifications Essential criteria Good general education with English and Maths to GCSE standard or equivalent Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles coupled with substantial previous experience Knowledge and Experience Essential criteria Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service. Excellent standard of written and spoken English Ability to prioritise and meet tight deadlines Ability to manage own workload and oversee that of direct reports Experience of working in an administration environment Desirable criteria Experience of leading/managing others Experience of producing minutes for key meetings Skills and Abilities Essential criteria Excellent organisational skills Reliable and accurate, with ability to meet key deadlines Able to use Mircrosoft Office (Word, Excel, Powerpoint) and web/app based digital packages to produce complex and accurate documents Interest in scientific research, including clinical research, and the health and care service Value and Personal Qualities Essential criteria Is well presented in the office space. Enthusiastic and works with initiative and self-motivation and in the motivation of others Professional approach to work and a good team player Maintains and promotes confidentiality 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 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. Further details / informal visits contact Name Lauren Cross & Chevonne Walsh Job title Office Manager Email address [email protected] Telephone number Ext: 53520