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 Working closely with the Head of Arts, the Arts Assistant will support our small but busy arts team and our diverse programme of activities. The main purpose of the role is to manage the day-to-day administration of the team and to provide practical and logistical support for on-site arts activities. We also hope the post holder will be inspired to develop their own creative ideas, in keeping with rb&hArts’ values, and with support from the rest of the team. The role will suit someone with an interest in arts management, collection management, and/ or patient experience. You will learn how to deliver a high-quality arts programme within a complex institutional setting, and will be able to support life changing moments created through arts and health activities with patients. The ideal candidate will have excellent communication skills, good attention to detail, and an understanding of the value of art in healthcare settings. There may be occasional evening and weekend work, with time to be taken in lieu. Main duties of the job Your main duty is to support the Arts Programme for rb&hArts - supporting arts and arts engagement activities engagement across two hospital sites, and the local communities. This includes: working with colleagues, freelance artists and volunteers to ensure the smooth running of the programme on a day to day basis updating communications channels online and in print all administration for the arts programme, including financial administration fundraising for programmes and events Please see the detailed job description for more information Working for our organisation rb&hArts runs an award winning, innovative arts programme at Royal Brompton and Harefield hospitals, including live performances, participatory workshops, exhibitions, and multi-disciplinary artists’ commissions. We manage a collection of over 1,200 artworks and engage over 5000 people a year. Our aims are to: Improve patient experience; improve the clinical environment, and; enhance the wellbeing of patients, visitors, staff, and local communities. Detailed job description and main responsibilities Main tasks and responsibilities: Programme support Supporting freelance artists, volunteers, and other members of the team to deliver art activities across the hospitals by: Managing the rotas and registers for musicians to perform concerts and workshops across the hospitals, including Musicians in Residence, and Singing for Breathing workshops. Printing lyrics or other documents necessary for activities. Managing the schedule for monthly ‘Crafternoons’, including choosing themes and booking artists/ volunteers, venues Liaising with the Volunteer Co-ordinator to manage volunteer rotas and responsibilities including one to one art referrals Organising and maintaining art supplies Supporting project managers with other tasks as necessary Communications Working with the Head of Arts to devise a communications strategy for the team Leading on the implementation of the communications strategy over social media, mailing lists, and other internal and external channels Managing rbh&harts’ social media accounts: developing content and maintaining the public face of the team Managing the rb&hArts team email address and mailing list, including sending regular newsletters Documenting rb&hArts activities through photography and filming (with patient consent) Creating other marketing and promotional materials as and when required, including distributing posters and leaflets around the hospital and keeping our web pages up to date Liaising with in-house comms teams and external partners to communicate about our programmes to a wider audience Finance Maintaining financial records for the team, including keeping track of invoices and expenses Using Oracle to process invoices, raise purchase orders, and order supplies Supporting the Head of Arts to compile regular reports for internal and external use Processing donations Evaluation Working with the Head of Arts to devise and maintain a team-wide evaluation strategy Ensuring evaluation records are maintained in line with funders’ requirements Sharing evaluation data with colleagues and artists, highlighting concerns or areas for improvement Compiling 6-monthly evaluation reports for each broad area of the programme, plus additional reports on request Fundraising Researching the arts and health funding landscape, sharing details of any potential new funding sources with arts team Drafting and proof-reading funding application Managing People Occasional supervision of artists, musicians, volunteers or other contractors working on site – ensuring they adhere to applicable Trust policies (e.g. infection control, health & safety, confidentiality) liaison with other hospital staff during these arts activities Distribution and collection of consent and evaluation forms Working with the public Assisting with preparations for public events Networking at public events Representing rb&hArts at external events as necessary Administration Deputising for the Arts Team as necessary at meetings Dealing with queries on the telephone or by email and ensuring messages are passed on quickly and accurately Ordering and maintaining adequate stationery and art supplies Ensuring that all paper and electronic files are accurately and clearly maintained Booking rooms and organising refreshments for meetings and events Post duties Acting as administrator for departmental meetings; arranging rooms and minute-taking. General To abide by the Trust’s core behaviours for staff and all other Trust policies including standing financial instructions, research governance, clinical governance, patient and public involvement, codes and practices, and health and safety policies Other duties To undertake any other duties commensurate with the grade as requested. This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the postholder. Person Specification Essential Criteria: Experience: Demonstrable experience in administrative roles, preferably within a healthcare or arts-related environment. Proficiency in using computer systems for data management and financial record-keeping. Communication Skills: Excellent verbal and written communication skills, with the ability to effectively engage with a diverse range of stakeholders. Ability to communicate sensitively and empathetically with patients, visitors, and colleagues. Organisational Skills: Strong organizational skills with the ability to prioritize tasks and manage competing deadlines effectively. Attention to detail and accuracy in maintaining records and financial documentation. Teamwork and Collaboration: Proven ability to work effectively as part of a small team, supporting colleagues and contributing to a positive working environment. Experience in liaising with volunteers, freelance artists, and external contractors. Creativity and Initiative: Demonstrated enthusiasm for the arts and a willingness to contribute creative ideas to enhance patient experience and wellbeing. Ability to work independently and take initiative in developing and implementing new projects or initiatives. Adaptability and Flexibility: Willingness to work flexibly, including occasional evening and weekend work as required. Ability to adapt to changing priorities and work effectively in a fast-paced environment. Comfortable in healthcare environments Desirable Criteria: Relevant qualifications or training in art theory, arts administration, or a related field. Experience in managing rotas, schedules, and/or logistics for time sensitive events or activities. Experience in managing social media accounts and implementing communication strategies. Previous experience in fundraising or grant writing for arts or healthcare projects. Proficiency in using Oracle or similar financial management software. Understanding of the value of arts in healthcare settings and the ability to articulate this to different audiences. Familiarity with NHS policies and procedures, particularly relating to patient confidentiality and infection control. Ability to provide supervision and support to artists, musicians, volunteers, and contractors, ensuring compliance with Trust policies and procedures. Person specification Experience Essential criteria Demonstrable experience in administrative roles, preferably within a healthcare or arts-related environment. Proficiency in using computer systems for data management and financial record-keeping. Desirable criteria Experience in managing rotas, schedules, and/or logistics for time sensitive events or activities. Previous experience in fundraising or grant writing for arts or healthcare projects. Proficiency in using Oracle or similar financial management software. Familiarity with NHS policies and procedures, particularly relating to patient confidentiality and infection control. Communication Skills Essential criteria Excellent verbal and written communication skills, with the ability to effectively engage with a diverse range of stakeholders. Ability to communicate sensitively and empathetically with patients, visitors, and colleagues. Desirable criteria Experience in managing social media accounts and implementing communication strategies. Organisational Skills Essential criteria Strong organizational skills with the ability to prioritize tasks and manage competing deadlines effectively. Attention to detail and accuracy in maintaining records and financial documentation. Teamwork and Collaboration Essential criteria Proven ability to work effectively as part of a small team, supporting colleagues and contributing to a positive working environment. Experience liaising with volunteers, freelance artists, and/or external contractors. Desirable criteria Ability to provide supervision and support to artists, musicians, volunteers, and contractors, ensuring compliance with Trust policies and procedures. Creativity and initiative Essential criteria Demonstrated enthusiasm for the arts and a willingness to contribute creative ideas to enhance patient experience and wellbeing. Ability to work independently and take initiative in developing and implementing new projects or initiatives. Desirable criteria Understanding of the value of arts in healthcare settings and the ability to articulate this to different audiences. Relevant qualifications or training in art theory, arts administration, or a related field. Adaptability and Flexibility Essential criteria Willingness to work flexibly, including occasional evening and weekend work as required. Ability to adapt to changing priorities and work effectively in a fast-paced environment. Comfortable in healthcare environments 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 Mary Paterson Job title Head of Arts Email address [email protected]