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 KHP Executive Office and King’s Health Partners business support function. The post holder will undertake their own workload as well as supporting the rest of the central KHP Business Support 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 KHP Executive and KHP/Programme Office leads, 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 King's Health Partners is an Academic Health Sciences Centre (AHSC) where world-class research, education, and clinical practice are brought together for the benefit of patients. One of eight AHSCs nationally, our partnership brings together three NHS Foundation Trusts (Guy’s and St Thomas’, King’s College Hospital and South London and Maudsley), uniquely including both mental and physical healthcare providers, and an internationally rated top 25 university in health research and education, King’s College London. We work to ensure that lessons from research are used more swiftly, effectively, and systematically, to improve healthcare services for everyone in our diverse local population. At King’s Health Partners, we see our role as unifying our partner organisations, and working closely with all our system partners including our local Academic Health Science Network (AHSN), the Health Innovation Network, our local Integrated Care System, Our Healthier South East London and our colleagues in our Applied Research Collaborative in providing system leadership to deliver outstanding care and improve the health and wellbeing of a large and diverse population of eight million people in south London and south east England. Detailed job description and main responsibilities To provide a full administrative service to KHP Executive and KHP/Programme Office leads, 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; Collating relevant information/data for papers and reports; Organise, attend and minute meetings (occasionally evenings). Distribute agenda and minutes as appropriate; Core meeting room administrator and coordination of team rota/hot desking system; Book venues, catering and equipment for events. Setting up rooms when necessary; Organise travel and accommodation arrangements in accordance with policy as necessary Support the development and management of implementing new projects; To provide a pivotal communication link for key pieces of work as directed; Maintain accurate and up-to-date databases pertaining to projects within KHP; Provide administrative support and coordinate activities for KHP; Responsible for establishing, adapting, designing and maintaining information systems, both computerised and paper-based to support projects and programmes of work within KHP. This should include recommendations for improvement as appropriate; Provide analytical input for key projects and programmes of work if required Assist the Executive Office in effective and efficient administration; PA/Secretarial Service As required, to act as administration lead for all incoming issues and dealing with these appropriately before forwarding on to relevant managers and Directors Resolve complex and conflicting commitments Ensure that all planned activities are practical and co-ordinated at all times. This requires frequent forward planning, attention to detail, lateral thinking, diplomacy and perseverance Information and Database Management Coordinate the collection, collation and analysis of data for projects and programmes of work in order to inform and contribute to strategic planning and decision making as appropriate Create and maintain accurate databases and run various reports and queries from this database as requested and required Maintain up to date information, including contacts and an accurate record of current activities Management of office systems to ensure effective delivery of the service Communication Communicate with a range of internal and external groups and individuals to provide advice, guidance and often interpretation of complex business information and data requirements Use persuasion and negotiation to secure information in line with competing deadlines Attend a range of meetings with senior staff to present data or information gathered, take questions or find further information to support the needs o f the business Provide first point of contact for a range of business initiatives requiring excellent customer service communications skills. Manage and communicate business sensitive personal information in a secure manner Workforce/Human Resources To support the Head of HR for KHP with HR related administrative duties; including recruitment, workforce projects and papers and administration of workforce systems, such as TRAC recruitment system, PDR, absence recording and statutory/mandatory training compliance; Financial Responsibilities (subject to necessary training or where required) Manage KHP invoices, raising, receipting and invoice processing, liaising with finance, suppliers and users on invoice queries Monitor, report and support on KHP cost centres, both revenue and capital Responsible for ordering office consumables, equipment and stationery Other To attend the Business Support regular meetings To attend the KHP weekly meeting and monthly All Team Strategy meeting. Attend meetings with Programme Office Leads as required; Provide cover in the absence of other Business Support Officers, Executive Assistants and KHP Programme Management staff as required Provide Front of House cover where required providing a courteous, helpful and efficient point of contact for users and visitors, both face to face and over the telephone Assist the King’s Health Partners programme team with events and event set up Identify own development needs and take responsibility for personal development To attend study days and training as deemed appropriate to the grade and nature of post and to participate fully in the appraisal system. To attend peer to peer support group to enhance own development; To undertake any other duties not covered in this job description to ensure the smooth running of KHP and deemed appropriate to the post holder’s grade and level of responsibility General duty of care for the health, safety and well-being of work colleagues, visitors and patients within the hospital Person specification Experience Essential criteria Significant experience as PA/Secretary at senior manager/executive/board director level Experience of complex diary management Experience in a busy office dealing with all aspects of admin work Desirable criteria Experience of working successfully under pressure Skills Essential criteria Practical, resourceful and well organised with understanding of confidentiality Able to produce accurate and detailed work Ability to work within a team environment and display initiative when necessary Desirable criteria Good understanding of the demands of a busy NHS senior management environment Qualifications Essential criteria Excellent PC literacy including knowledge of all Microsoft Office packages Ability to learn new packages/databases as required Educated to graduate level or equivalent Experience and qualification Advance keyboard skills and able to type at least 40wpm Desirable criteria Office management qualification or experience 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 Helen Whyte Job title Business Support & Office Manager Email address [email protected] Telephone number 02071887188