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 Women's Services Directorate at Guys and St Thomas' NHS Foundation Trust are looking for an enthusiastic and driven Business Support Manager. The role will support the management team in delivering an effective business and they will provide strong administrative support to enable this delivery. The post will also be responsible for the coordination of Equality, Diversity and Inclusion events and communications for the Women’s Services Directorate. Main duties of the job The main duties of the role are to: Provide administrative support to the Women's Services Directorate Management Team (Clinical Director, Head of Nursing, Deputy Chief Midwife and General Manager) including diary management, booking meetings and rooms and minute taking. Coordinate all communications to the Women's Service. Coordinate and manage the Equality Diversity and Inclusion actions and activities for the Directorate Working for our organisation 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 one of the National Institute for Health Research’s biomedical research centres, established with King’s College London in 2007, as well as dedicated clinical research facilities. 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 detailed duties are: Operational Management Support the Directorate Management Team in implementing Trust/NHS directives and identify, lead on and implement internal service 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 HR management. Exercise delegated authority on behalf of the Directorate Management 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 so the management and clinical staff 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 Directorate 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. Provide induction training for all new members of administration team Manage and coordinate all mandatory training for the directorate to ensure full compliance with trust compliance guidelines. Manage annual leave and sickness recording on behalf of the Directorate management team. Ensure appropriate succession planning for staff is in place supported by training and development opportunities as appropriate. Undertake fact finding and investigations on any disciplinary/grievance issues related to Directorate personnel. Secretarial/Personal Assistant duties Provide secretarial support as required Manage incoming and outgoing correspondence on behalf of the Clinical Director, Service General Manager and Head of Nursing, selecting and responding to mail that does not require the senior teams attention Organise and manage the Directorate Management 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 Directorate Management Team 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. 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, particularly Health Authorities, PCTs, GPs and other Trusts. 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 performance targets expectations Financial Management Authorised signatory. Manage and monitor performance of the admin office support to ensure that the service meets its financial and operating targets Monitor and control the use of agency staff to ensure expenditure within resource availability. 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. Person specification Qualifications / Education Essential criteria Educated to degree level or equivalent qualification or experience. Previous Experience Essential criteria Proven experience of managing a busy office or as a senior administrator with a significant level of responsibility. Skills/Knowledge/Ability Essential criteria Ability to develop and maintain professional working relationships with staff at all levels and from all backgrounds Desirable criteria Experience in managing and coordinating Equality, Diversity and Inclusion events and communications 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 Caitlin Bush Job title General Manager - Women's Services Email address [email protected]