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 Want to join an admin role that allows you to develop your skills further but also helps support scientific discoveries into better healthcare for everyone! We are looking for an experience administrator to join our R&D Operations Team as the new ATA Administrator to provide high quality reception and administrative support to the newly-built 10th floor, Advanced Therapy Accelerator (ATA) within the R&D department. The post holder will often be the first point of contact for the department and required to communicate in a professional and courteous manner. As well as, provide a broad range of support activities including all aspects of meeting management, assisting with events, procurement and finance activities. The role will require the individual to interact with a multidisciplinary team in newly built labs and office environment often requiring appropriate judgements to be made under minimal supervision. The ability to plan and prioritise workloads to meet essential deadlines and proactively manage the responsibilities of this position is a prerequisite for anyone wishing to apply for this role. The post holder should have experience of lone and team administrative work ideally in a health research setting. Further information: Please contact [email protected] Main duties of the job Provide high quality reception and administrative support to the newly-built 10 th floor, Advanced Therapy Accelerator (ATA) within the R&D department. Be the first point of contact in answering general queries, manage generic research email account and explain information relating to the research department. Supporting activities including all aspects of meeting management, assisting with HR, recruitment, procurement and finance activities The role will require the individual to interact with a multidisciplinary team in newly built labs and office environment often requiring appropriate judgements to be made under minimal supervision. The ability to plan and prioritise workloads meeting essential deadlines and proactively manage the responsibilities of this position is a prerequisite for anyone wishing to apply for this role. Receiving and greeting visitors to ATA, organising/booking meeting rooms, maintaining stationary and lab supplies, maintaining databases and accurate records, providing excellent customer service and the effective and timely provision of general administrative support to the department. The post holder should have experience of lone and team administrative work ideally in a health research setting as well as having experience in generating income through managing external events when room availability allows. The role supports the R&D Admin Team Leader and is accountable to the Deputy Director of R&D Operations. Working for our organisation Guy’s & St Thomas NHS Foundation Trust Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best-known hospitals – Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield – as well as community services in Lambeth and Southwark, all with a long history of high-quality care, clinical excellence, research and innovation. We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark. We have a long tradition of clinical and scientific achievement and – as part of King’s Health Partners – we are one of England’s eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs. Detailed job description and main responsibilities The ATA administrator is responsible for providing a professional and customer focused reception service for staff and visitors to the 10th Floor Guy’s Tower Wing The post holder is required to act as the first point of contact for service users of the ATA department’s services and facilities. To provide an efficient and effective visitor management service. This includes (but is not limited to the following responsibilities): To ensure the security and operational policy is followed at all times. To meet and greet guests in a professional manner and take responsibility for directing visitors to the most appropriate members of staff or correct meeting room Maintaining facilities and office, reporting faults and arranging housekeeping To ensure all visitors are collected from reception when necessary by relevant staff member To carry out all the administrative duties required of the ATA administrator. This includes (but is not limited to the following responsibilities): To ensure the room booking policy is followed at all times To carry out all room bookings and manage the room, desk and visitor management system on a day-to-day basis To effectively manage the meeting room facilities and associated equipment To set up meeting rooms in a timely manner To identify and apply the correct room charges for each room booking To coordinate floor inductions for new starters To coordinate security access requests To collate leavers information, keys and security access cards and ensure records are updated and appropriate managers notified To escalate housekeeping/cleaning issues/repairs to the appropriate Trust department, keep an accurate record and follow up to ensure that the work is completed in a timely manner To ensure that all IT/AV equipment and office facilities are maintained, work appropriately and serviced as necessary To process and keep accurate records of invoices and signed contracts related to the R&D administration team. To order and manage stationery, paper supplies and deliveries To ensure that the floor ‘set up’ and ‘close down’ process is correctly completed on a daily basis To collect and distribute post on a daily basis To manage the keys, storage facilities and locker allocation for staff members based on the 10th floor. To check stock levels and order supplies using Oracle Wellbeing ambassador for the department. Organising staff events in-house. Organising contracts for services on the floor Sending out emails to staff ensuring they are kept up to date with any changes or issues within the department. To update and maintain accurate distribution lists, contact lists and databases To respond to emails received in the generic R&D and ATA administration email account in a professional and timely manner To professionally deal with telephone queries received by R&D Reception Services and direct them to the appropriate member of staff To arrange and set up research team meetings and take minutes To coordinate and run research conferences and events To organise hospitality for research meetings, conferences or events when required To follow the Standard Operating Procedures (SOPs) related to R&D and ATA Reception Services To produce draft versions of SOP’s for review before implementation To maintain appropriate filing and information systems and ensure that all documents, information and records are accurate and readily available To attend team meetings and ensure any issues are brought to the attention of the line manager To undertake any other ad hoc duties commensurate with the post, as delegated by the line manager The post holder is expected to work independently within clearly defined guidelines and processes, and adhere to all Trust policies. Person specification Qualifications and Education Essential criteria NVQ level 2/3 or higher education diploma in business administration or equivalent Evidence of commitment to ongoing professional development Experience Essential criteria Experience acquired in administration business role(s), preferably in either clinical or academic research setting, providing a first- class support service Experience organising and arranging events and hospitality Experience working in a customer service setting Desirable criteria Relevant experience working in a multi- disciplinary department and busy office environment Experience using IT room and desk booking software systems e.g. CABS or equivalent Experience using office procurement systems e.g. Smart Order/Oracle or equivalent Skills, Knowledge and Abilities Essential criteria Knowledge of working in the healthcare and/or academic sector ideally in health research Strong planning and organisational skills including the ability to manage multiple tasks Ability to prioritise work and consistently meet deadlines Strong computer and advanced keyboard skills (proficient in use of IT systems and web-based applications, including Outlook, Microsoft Word, Excel) Ability to work as part of a team as well as using own initiative Ability to respond appropriately to research queries (listen and direct visitors and research staff to appropriate members of office staff) Good standard of written and oral English Language Good telephone manner and the ability to remain calm under pressure and cope with unanticipated demands Knowledge of Standard Operating Procedures with ability to provide relevant examples Ability to develop and maintain good working relationships with all levels of staff Highly professional approach to work, in particular dealing with confidential information Desirable criteria Knowledge of medical, scientific and/or research terminology and practice Knowledge of financial and invoice reconciliation An interest and an enthusiastic approach to working in a dynamic and diverse research environment 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 Karen Newson Job title R&D Admin Team Leader Email address [email protected] Telephone number 02071885731