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 to recruit an enthusiastic, experienced and driven individual to work within the Ward Clerk Team as a Band 4 Team Leader. This is an exciting and challenging role within a busy environment, in which the post holder would have an opportunity to make a direct positive impact on patient experience. The successful candidate must have excellent interpersonal skills, be proactive in their approach, and be able to resolve issues across both Guy’s & St Thomas’ sites. They will have a focus on teamwork and be able to manage their own workload and priorities. They will be a clear and tactful communicator with the ability to develop strong working relationships with a wide range of people. They will have a mature attitude with good problem-solving abilities and a flexible, can-do approach. Main duties of the job The post holder will lead a team of administrators to provide a high quality administrative support service to inpatient wards across both Guy's and St Thomas' site. 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 service 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 multi-disciplinary 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 The Ward Clerk Team is part of the Medical Specialties directorate and has activity on both Guy’s & St Thomas’ sites. The department manages 48 wards which cover a variety of medical and surgical specialties. The team consists of 80 ward clerks split into 4 clusters and a float team, who report directly to the Team Leaders and Assistant Service Manager and work as a team to support patients, wards, nursing teams and clinicians. Detailed job description and main responsibilities The duties and responsibilities listed below are representative of the Administrator 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 and managerial duties and responsibilities commensurate with the level of the post, to support the smooth running of the service. Lead the provision of a high quality, comprehensive and efficient administrative service. • 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. • Responsible for the day-to-day management of the team and ensure that that staff are managed in line with Trust Policies. • Review and report on staff performance, working with individuals to set clear standards and objectives, identifying training and development needs as well as performance/conduct issues as appropriate. • Motivate and support staff so that they understand the objectives of the service within which they work and are able to maximise their contribution to the highest standard of patient care. • Prepare and produce reports/spreadsheets, presentations and other documents as requested using the format required by the team. • 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, using 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 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. • 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. • Implement Trust policies within own work area and propose changes to working practices in own area. • Implement departmental policies within own work area and propose changes to working practices as a result of new guidelines or legislation e.g. ensure adherence to Data Protection legislation. 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. 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 (up to £500). Person specification 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 equivalent Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of healthcare administration Desirable criteria Educated to degree level or equivalent experience qualifications. 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 Significant proven experience of delivering to high standards in a fast-paced high-volume customer care environment. Desirable criteria Proven and significant experience in staff management. Skills / Knowledge Essential criteria Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel Ability to work as part of a team as well as using own initiative Excellent organisational skills Confidence in making decisions when dealing with competing prioritiesand attention to detail Able to demonstrate excellent written English including grammar, punctuation and structuring written text Ability to develop and maintain good working relationships with all levels of staff Physical Requirements Essential criteria Must be able to work from a desk environment for extended periods and float across multiple locations on different floors. Additional Information Essential criteria To be flexible in their approach to the work, according to priorities and changing organisational systems 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 Jyoti Pahlajani Job title Assistant Service Manager Email address [email protected] Telephone number 02071884836