London
Administrative Officer - Paediatric Intensive Care Unit
Guy's and St Thomas' Trust
£30,279
Full-time
Description
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
We are looking for an enthusiastic hard working Administrator to work full-time in the Paediatric Intensive Care Unit within the Cardio-Respiratory and Intensive Care Service.
This is an exciting opportunity to support the service . The post holder will provide high-quality administrative support to the PICU Matron and nursing team.
Experience of Microsoft Office applications including Microsoft Excel is essential and experience of EPR, Carenotes, EMIS, or Epic would be highly beneficial.
Please note applicants will be expected to complete an assessment at the point of interview.
Main duties of the job
To provide a high-quality administrative support service to the department including PA support to named individuals. The post will provide a broad range of support activities to ongoing and fixed term projects within the department and will ensure the smooth running of the office and effective internal and external liaison to contribute to the successful running of the office as a whole. The role will require the individual to interact with a multidisciplinary team in a very busy office environment, dealing with highly complex and sensitive issues, often requiring appropriate judgements to be made under minimal supervision.
Working for our organisation
Evelina London is part of Guy's and St Thomas' NHS Foundation Trust and we are responsible for providing services for women and children. With over 3,000 dedicated staff, and led by an Executive Team and Board, we have significant devolved autonomy to focus operationally and strategically upon the needs of our patients. We also benefit from being part of a large and successful NHS foundation trust, whose values we share. We have an ambitious strategic development programme, with backing from Guy’s and St Thomas’.
Every year, the number of children and young people Evelina London cares for, in hospital and in the community, continues to grow. We provide comprehensive health services from pre-conception, before birth, throughout childhood and into adult life. Evelina London is here for children, young people and women from London to South East England, and provides specialist care for families around the UK and across the world.
As the only NHS Trust in London with women’s and specialist children’s services on one site we have unique opportunities to provide excellent, high-quality, integrated care for mothers, babies and children. We operate through four clinical directorates: Neonatology and Medical Specialties, Surgical Services, Theatres and Paediatric Intensive Care, Children’s Community Services and Women’s Services.
Detailed job description and main responsibilities
Administrative Support
To provide a comprehensive and efficient administrative service
To organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
Provide PA support including diary management and arranging meetings and appointments via the calendar system with both external and internal personnel.
Prepare and produce reports / spreadsheets, presentations and other documents as requested using the format required by the team.
Prepare acknowledgement letters and draft replies where required.
To make travel arrangements, booking venues and catering arrangements for meetings and conferences.
To provide dictation and typing services, including audio and direct dictation when required.
To cover full PA and secretarial support to named individuals when required
Support in the implementation of projects, with minimal supervision to agreed goals and agreed timescales
Office Management
Receive and re-route telephone calls appropriately and provide assistance and advice. To use initiative when dealing with queries and referring to senior / relevant staff as necessary.
Act as first point of contact with visitors to the department and to respond to a wide variety of queries, often dealing with complex and sensitive issues, in a courteous and efficient manner, making referrals to senior staff as necessary
Manage incoming and outgoing correspondence including email, acknowledgement of letters, including the collection of post.
Responsible for processing invoices, ensuring appropriate signature and payment within necessary timescales
Undertake photocopying, duplicating and collating and any other administrative tasks.
Keep an accurate record of team members annual leave, sickness and other leave requirements.
Receive and provide highly complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory.
Implements secretarial policies within own work area and proposes changes to working practices in own area
Information Management
Maintain effective information management systems, including databases and filing systems, ensuring both accessibility and confidentiality
Responsible for adapting and maintaining information systems, comprising both paper-based and computerised documents ensuring accessibility and confidentiality of information. To include the use of databases.
Undertake data entry where necessary.
Implements departmental policies within own work area, proposes changes to working practices as a result of new guidelines or legislation e.g. ensures Data Protection legislation is adhered to
Financial Responsibilities:
Take responsibility for the ordering of office supplies and the maintenance of office equipment for the department
Authorised budget signatory for the department, as per agreed budget
Person specification
Qualifications/ Education
Essential criteria
Educated to A Level or equivalent
NVQ Level 3 in Business and Administration or equivalent experience
Excellent and proven level of computer literacy, including comprehensive knowledge of Microsoft Office software (incl. Microsoft Word and Excel)
Desirable criteria
Educated to degree level or equivalent experience qualifications.
IT package qualification/training, e.g. European Computer Driving Licence (ECDL)
Previous experience
Essential criteria
Significant experience of working in an administrative role within the NHS
Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
Previous demonstrable experience of data collection and producing reports.
Significant proven experience of delivering to high standards in a fast-paced high-volume customer care environment
Ability to deal with a range of issues independently and efficiently
Experience of working with confidential documents and information
Skills/ Knowledge/ Ability
Essential criteria
High level of IT competence including word processing, keyboard skills, presentation packages, spreadsheets and specialised IT systems.
Minimum 55+ wpm typing speed.
Ability to work as part of a team as well as using own initiative.
Excellent organisational skills and attention to detail.
Confidence in making decisions when dealing with competing priorities.
Excellent command of English – both written and spoken.
Able to demonstrate excellent written English including grammar, punctuation and structuring written text.
Ability to work methodically in a busy environment and meet deadlines.
Ability to develop and maintain good working relationships with all levels of staff
Ability to handle confidential and sensitive information appropriately
Ability to prepare reports (written and data) using a variety of software packages and present in an easy-to-read format
Desirable criteria
knowledge of medical terminology
Understanding of governance processes
Physical Requirements
Essential criteria
Must be able to work from a desk environment for extended periods
Additional Information
Essential criteria
To be flexible in their approach to the work, according to priorities and changing organisational systems
Ability to carry out the physical requirements of the post, with any reasonable adjustments under the DDA.
Punctual
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 is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Further details / informal visits contact
Name
Ivy Boyce
Job title
Staff Nurse - PICU
Email address
[email protected]
Expiry date: 22/10/2023
Administrative Officer - Paediatric Intensive Care Unit
Company
Guy's and St Thomas' Trust
Salary
£30,279
Job Type
Full-time
Location
London
Our Commitments
Living Wage Employer
Disability Confident
Hiring Local
Armed Forces Covenant
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Guy's and St Thomas' Trust
Healthcare and Veterinary Sciences
About us
As part of one of the largest and most engaged workforces in the NHS you'll have access to our unrivalled training and development programmes.
We want the best people to join us, learn with us and grow with us, so whether you're in a clinical or non-clinical role we’re committed to creating a supportive and inclusive culture in which you can progress and be your best.
We are an inclusive organisation
Promoting diversity, equality, accessibility and inclusion is at the heart of everything we do for our patients and how we make our trust a great place to work.
We welcome people from all backgrounds. Our fair recruitment practices offer equal access to employment opportunities and our staff networks enable everyone's voice to be heard.
We are committed to ensuring all of our 23,500 staff feel valued and have the support they need to do their job to the best of their ability.
Our health and wellbeing programme is one of the most comprehensive in the NHS and provides a wide range of benefits and support to help in your professional, personal and family life.
Our Commitments
Living Wage Employer
Disability Confident
Armed Forces Covenant
Hiring Local
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