Job overview Our directorate consists of ten services for children including eight surgical specialties, intensive care, and theatres. With an annual income of £80 million, we see over 50,000 outpatients and perform over 8,500 procedures a year. We deliver care in our specialist children’s hospital – which will include a day surgery centre, that opened in 2023 - in the community, and in other hospitals across the South Thames Paediatric Network. We are unique as our paediatric intensive care unit offers an integrated specialist paediatric intensive care transport service which operates across the South Thames network, which includes King’s College Hospital and St George’s Hospital. We have a workforce of 700 of all disciplines, including 88 consultants. As a Team Leader in the Paediatric Theatres, Anaesthesia, Admissions and Peri-operative your key roles and responsibilities will include leading a newly formed high profile frontline operational team. Working with surgical specialties to get their patients pre-assessed and procedures booked appropriately and in a timely manner would involve working with multi-disciplinary teams. Organisational Values: Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand and reflect these values throughout your employment with the Trust. The post holder will: Put patients first Take pride in what they do Respect others Strive to be the best Act with integrity Main duties of the job The post holder will lead a team of administrators 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 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. The post holder will have regular contact with a wide range of clinical and managerial staff, administrative and clerical support staff at many levels and patients, relatives and external agencies. 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’ Detailed job description and main responsibilities Main Duties 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. Prepare acknowledgement letters and draft replies where required. Make travel arrangements, booking venues and catering arrangements for meetings and conferences. Provide dictation and typing services, including audio and direct dictation as required. Cover full PA and secretarial support to named individuals as 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, 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 administrative 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. Where based at a Community site, the post might also involve responsibility for aspects of site/facilities management, which may include responsibility for repair, maintenance and security at the site. 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. Person specification Qualifications/ Education Essential criteria GCSEs or equivalent including Maths and English. Experience Essential criteria Experience working in a customer service setting Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service Skills/Knowledge/Ability Essential criteria Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel Ability to work methodically in a busy environment and meet deadlines Confidence in making decisions when dealing with competing priorities Further details / informal visits contact Name Bryony Sees Job title Assistant Service Manager Additional information For general enquiries about the job, or for an informal discussion please contact: [email protected]