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 post holder will provide and contribute to a comprehensive and high quality administrative support service to the Theatres, Anaesthetics and Perioperative Medicine (TAP) Directorate Management Team. They will be required to undertake a range of tasks that require the exercise of initiative to a significant level within defined limits and will include the deployment of administrative, secretarial, organisational and analytical skills. They will also be required to provide additional support to other projects and emerging initiatives as required. This role includes organisation of meetings; bookings of venue and hospitality, liaison with other administrative staff regarding dates, accurate production of materials for meetings including PowerPoint slides, Word documents and Excel spreadsheets ensuring corporate style is continuous and version control is accurate, and the production of accurate minutes from meetings. Excellent computer skills with PowerPoint, Excel, Word and Outlook are required, as is a “can do” attitude and strong attention to detail. Main duties of the job Provide a full administrative service to the TAP Directorate, ensuring high levels of accuracy and proficiency in Microsoft packages: Publisher, Word, Excel, Power point and Access Preparation of general presentation materials as appropriate, for e.g. posters, PowerPoint, articles; Working for our organisation TAP is a large directorate made up of Nursing, Operating Department Practitioners (OPD) Anaesthetists and Administrative Staff. In total there are 830 members of staff. Adult anaesthesia is delivered across 44 theatres across 6 main theatre suites at both Guys and St Thomas sites as well as supporting satellite services within Interventional Radiology, Assisted Conception Unit, Endoscopy, Dental Surgery, Ophthalmic Surgery, Cardiac Cath Lab and Birth Centre. There is also a large Nurse-led Pre-Assessment Service supporting patients in their preparation for surgery and an acute pain team. Detailed job description and main responsibilities 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. 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. Staff Management · 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. Communication · Demonstrate interpersonal skills when dealing with all levels of staff across the trust using persuasion, tact and reassurance where necessary. Financial Management · Authorised signatory. · 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 Experience Essential criteria Proven experience of managing a busy office or as a senior administrator with a significant level of responsibility. Proven practical experience of setting up and maintaining effective and efficient workflow and administrative systems Previous Project management experience Qualifications/Education Essential criteria Educated to degree level or equivalent qualification or experience. Skills/Knowledge/Ability Essential criteria Excellent organisational skills with a demonstrable ability to prioritise workload and work methodically, efficiently and accurately to meet deadlines. Ability to show initiative and work independently where appropriate Excellent Ability to use word processing, spreadsheet and database packages in particular Microsoft Word, Excel, Access and Outlook 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 Ann-Marie Eruero Job title Business Support Manager Email address [email protected]