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 An exciting opportunity has arisen for a highly organized individual who is able to prioritise a busy workload in a demanding environment and perform well under pressure. This is a challenging 1-year fixed-term / secondment (maternity cover) full-time role, 37.5 hours per week which requires excellent organizational skills with a proactive, collaborative and flexible approach and the ability to liaise with members of staff at all levels. You will have the opportunity to work in a dynamic environment with clinicians to deliver high quality care to patients. This role is an excellent opportunity to develop your administration and coordinator skills. Previous experience in a secretarial or administrative role in a medical or clinical setting is required. Main duties of the job Set up rotas on CLW (anaesthetic e-rostering live system) and roster Consultant Anaesthetists to uncovered theatre lists according to appropriate skill mix. Currently theatre lists take place at Guy’s Hospital, St. Thomas’ Hospital, London Bridge Hospital, Cancer Centre and Queen Mary’s Hospital at Sidcup. Make necessary alterations to daily rotas according to sickness and other unplanned absences, being aware of appropriate skill mix Deal with K2 requests for additional theatre sessions / reinstatements / cancellations or change of specialty Once rota is published, advise Anaesthetists of changes to their rota Ensure all gaps on the rota are covered at daily close of play Manage annual, study, professional and any other forms of leave on CLW Manage On Call rotas – general, cardiac, obstetrics at GSTT and at London Bridge Hospital Act as the link person between theatres and the department when anaesthetists are required to change theatre Organise anaesthetic agency locum cover if required Complete Manpower returns with sickness leave/special leave/maternity/paternity leave Submit timesheets of all extra lists/extra hours worked by the anaesthetists to the Trust Bank system on a weekly basis Welcome new staff members and arrange their Induction tour Provide excellent administrative support within the service, including cross cover for administrative team members as required for short periods of time Working for our organisation Guy’s and St Thomas’ is one of the largest hospital trusts in the country, with around 13,200 staff; an annual turnover of more than £1.2 billion; and 1.2 million patient contacts a year. Our hospitals have a long and proud history, dating back almost 900 years, and have been at the forefront of medical progress and innovation since they were founded. We continue to build on these traditions and have a reputation for clinical, teaching and research excellence. We provide a full range of hospital services for our local communities and community services for patients in Lambeth and Southwark. We also provide specialist services for patients from further afield and we are home to the Evelina Children’s Hospital. See www.guysandstthomas.nhs.uk. 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. We also have a positive approach to corporate social responsibility and are keen to engage our staff in an agenda that ranges from promoting environmental sustainability to the creation of local employment opportunities. Detailed job description and main responsibilities We are delighted to offer an exciting opportunity for a highly motivated and exceptionally well-organised individual to join our team in a pivotal role as part of a 1-year fixed-term / secondment maternity cover. This full-time position (37.5 hours per week) offers the chance to be part of a dynamic and forward-thinking department where no two days are the same. This is a fast-paced role that will suit someone who thrives in a demanding and ever-changing environment. You will be at the heart of our operations, ensuring the seamless delivery of administrative and operational support to the wider team and senior leadership. The successful candidate will demonstrate outstanding time management and prioritisation skills, the ability to work independently and under pressure, and a proven track record of managing a varied workload with professionalism and efficiency. You will act as a key point of contact and liaison between internal and external stakeholders, requiring exceptional communication skills, discretion, and a confident, professional manner. You must be able to build and maintain positive working relationships at all levels and demonstrate a high level of emotional intelligence and tact when dealing with sensitive matters. In this role, flexibility is key. You will be expected to adapt quickly to shifting priorities, problem-solve effectively, and respond with resilience to unexpected challenges. A proactive and solutions-focused mindset is essential, as is a collaborative approach to teamworking. You will be required to anticipate the needs of the department, support the achievement of strategic and operational objectives, and contribute to continuous improvement initiatives. This is an excellent opportunity for someone looking to further develop their administrative and coordination skills within a vibrant and supportive team. You will be joining an organisation committed to professional development, innovation, and excellence in service delivery. Whether you're seeking a new challenge or a step forward in your career, this role provides a unique platform to make a real impact. 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 Experience Essential criteria Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service Experience working in a customer service setting Desirable criteria Experience of rota/diary management Understanding of theatres Working with multidisciplinary teams Skills 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 Advanced keyboard skills 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 To be flexible in their approach to the work, according to priorities and changing organisational systems Desirable criteria Experience of working with clinical systems (PIMS, EPR) 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 Steven Pearson Job title Service Manager for Anaesthetics & Data Quality Email address [email protected] Telephone number 07890098303 Additional information Please also contact Joey Thomas ASM ([email protected]) for more information on the role