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 The role will support the South East Genomic Medicine Service (GMS) Programme Management team in delivering an effective business and they will provide strong administrative and project support to enable this delivery. Main duties of the job The duties and responsibilities listed below are representative of the Business Support Manager role and its purpose within the South East GMS; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative or managerial duties and responsibilities commensurate with the level of the post, to support the smooth running of the service. The post holder will be responsible for leading individual packages of work and business support across the South East GMS. This will include delegated responsibility for specific areas of work, as well as general management support. The role will also provide a comprehensive administrative function to ensure delivery of the service. The post holder will also take a lead on specific projects or aspects of a project. With responsibility for day-to-day delivery and adjusting plans as required to ensure that risks and issues are mitigated. They will work with clinicians and managers to ensure provision of the best possible patient experience and service delivery. The post holder will work collaboratively with internal and external stakeholders to ensure effective management of interdependencies and delivery of objectives. For specific responsibilities, please read below. Working for our organisation The South East GMS consists of the South East Genomic Laboratory Hub (SE GLH), the South East Genomic Medicine Service Alliance (SE GMSA), and is part of the national NHS Genomic Medicine Service. The SE GMS is responsible for the South East England region. The SE GLH is responsible for genomic testing and has been established to: Address the variation in quality and access to genetic testing. Improve the information available in terms of spending on testing and the type of tests being performed. Broaden our understanding of the cause of disease and the effectiveness of the interventions that will be offered to patients and their families to help deliver high quality care for all. The SE GMSAs work with GLHs to support the systematic implementation of genomic medicine into the NHS and are accountable for: Equitable access to standardised end-to-end pathways of care Access to treatments and medicine optimisation driven by comprehensive genomic and diagnostic characterisation The number of people of accessing clinical trials Active participation and contribution to the nationally coordinated and facilitated approach to genomic research across the country to embed research and discovery to advance clinical care Detailed job description and main responsibilities Project Management Take a lead on specific projects or aspects of a project. With responsibility for day-to-day delivery and adjusting plans as required to ensure that risks and issues are mitigated. Support the South East GMS in implementing Trust/NHS directives and identify, lead, and implement internal service/administrative/process improvements. Continuously review administrative processes and make recommendations for improvement as appropriate. This will require working autonomously to understanding and drive operating targets, budget controls and relevant processes. Exercise delegated authority on behalf of the SE GMS Team to resolve day to day management issues within the service. Manage the implementation and overall management of office systems, control processes and risk management arrangements to ensure effective delivery of service. Responsible as the implementation lead and the delivery management for cross-directorate Trust projects, and ensuring Trust delivery deadlines and standards are achieved. Manage the collection of data, where required, so the management team have access to timely and accurate information on all key performance indicators. Compile reports, trend analysis from the data collected. To be able to develop and write policies and procedure within own work area. To provide a pivotal communication link within the administrative staff in the SE GMS being responsible for the co-ordination of regular meetings, collating and forwarding information and arranging events as required. Staff Management Responsible for effective supervision, performance management, development and training for the administrative support staff where appropriate. Provide induction training for all new members of SE GMS team Manage and coordinate all mandatory training for the SE GMS to ensure full compliance with trust compliance guidelines. Manage annual leave and sickness recording on behalf of the direct SE GMS team Undertake fact finding and investigations on any disciplinary/grievance issues related to SE GMS Participate in discussions concerning ways to improve service provision and the work environment. Administrative Support Organise and manage the SE GMS Team’s complex diaries, organising meetings internally and externally in accordance with known priorities and agreements. Includes resolving complex and conflicting commitments requiring resolution. Organise appropriate representation when a member of the SE GMS cannot attend meetings. To oversee the correct functioning of office equipment, including arranging maintenance and repairs ensuring consumables, stationery etc are ordered in a timely and cost-efficient manner. This would include signatory responsibility for requisition and authorising signature for ordering. Provide administrative support to projects being managed within the service as directed. Provide support for meetings, including the preparation and distribution of agendas and taking, transcription and distribution of minutes/ action notes. Follow up of action points arising from meetings. Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required. Responsible for designing and implementing administrative processes and protocols. Ensure that these are reviewed continuously and recommendations are made for improvement as appropriate Responsible for establishing and maintaining accurate electronic filing to minimise repetition and individual staff siloes Communication Demonstrate interpersonal skills when dealing with all levels of staff across the trust using persuasion, tact and reassurance where necessary. Manage responses from internal and external sources To lead on improving working relationship and communication between clerical and medical staff and all other departments. Support conflict resolution from patients, staff, suppliers, other internal and external service providers and partner organisations in the service. To be able to influence, motivate and involve individuals and teams to reach necessary key performance indicators Financial Management Manage a delegated budget for own area of work to ensure best value for money, including raising POs, monitoring expenditure and providing budgetary reports. Actively monitor expenditure against budget and address problems at an early stage. Support the commissioning and procurement of products, equipment, services, systems and facilities, as required for the delivery of the project. Maintain adequate stocks of stationery and order furniture/equipment, when necessary, to ensure the smooth running of the office. Receive and record invoices, arranging authorisation, payment and dealing with supplier queries ensuring that Trust financial procedures are followed. Receive and record invoices, when necessary, arranging authorisation, payment and dealing with supplier queries ensuring that Trust financial procedures are followed The post holder is also required to follow Trust policies and procedures which are regularly updated and can be found on the Trust's website. Person specification Qualifications Essential criteria Educated to degree level or equivalent qualification or experience. GCSE or equivalent in maths and English Experience Essential criteria Previous Project management experience Proven business administration experience which demonstrates the understanding of the key functions for providing an administrative support service Proven experience of a significant level of responsibility Proven practical experience of setting up and maintaining effective and efficient workflows and administrative systems Previous demonstrable experience of data collection, presentation and report writing Desirable criteria Experience of working within the NHS Experience of financial and budget management including raising and following up on purchase orders Skills, Knowledge, & Ability Essential criteria Excellent proficiency with Microsoft word, Excel, Access, and Outlook Excellent organisational skills with a demonstrable ability to prioritise workload and work methodically, efficiently, and accurately to meet deadlines. Committed to personal and professional development (knowledge, skills, and ways of working) Excellent verbal/written communication and influencing skills, with the ability to remain calm, effective, and efficient in all situations. Ability to show initiative and work independently where appropriate Ability to develop and maintain professional working relationships with staff at all levels and from all backgrounds An understanding of, and commitment to, Equality, Diversity, and Inclusion 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." Further details / informal visits contact Name Wesley Pigg Job title Programme Support Manager Email address [email protected]