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 We are delighted to be in a position to advertise for a full-time Business Support Officer within the Universal Services team, part of Evelina Community Services. The post holder will support the Health Visiting Matron and Team Leaders to provide administrative and secretarial support, to ensure the delivery of a seamless service for children aged 0-5 in Southwark. The team is dynamic and progressive and works to high standards of clinical and operational service delivery and we are looking for someone who will contribute to the development and maintenance of our services. Successful applicants should have experience supporting the management and delivery of high quality administration support to a service. They should be confident in acting as a point of contact for the department and be an example of professionalism and discretion with the ability to maintain a high level of confidentiality. Main duties of the job Key duties include organising team meetings, data coordination, reporting and arranging all core business for the team. You will play a fundamental role in managing the day to day operations of the team and liaising with management. The following attributes are required, so if you are the right person, please apply. You will demonstrate the ability to work efficiently, supporting colleagues, setting up and supporting admin systems as well as reporting on and monitoring performance data. You have strong working knowledge of computer systems and databases, in particular Excel and Outlook, and consistently demonstrate high levels of accuracy and attention to detail. You will be proactive with a “can do” attitude and a commitment to high quality performance; recognising the benefits of innovation and adaptability in a changing NHS environment. You will be in possession of strong interpersonal and leadership qualities, good written and verbal communication and administration skills with the ability to work flexibly within a fast paced, challenging environment. You will have the ability to take accurate minutes at meetings. 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 strive to recruit and retain the best staff as the dedication and skills of our employees lie at the heart of our organisation and ensure that our services are of the highest quality, safe and focused on our patients. We offer a dynamic challenging job in an exciting, fast moving, flexible working environment. We have a strong commitment to your personal and professional development. Our Trust values: Put patients first, Take pride in what we do, Respect others, Strive to be the best, Act with Integrity Detailed job description and main responsibilities Administration and support to Health Visiting team Manage the day to day core business of the teams supported, dealing with urgent matters on behalf of the Health Visiting Matron and Team Leaders, drafting responses and filtering incoming enquiries. Coordinate regular meetings for the teams, handling all related administration, such as room bookings, booking speakers, scheduling meeting dates, venues, writing agendas, collating and distributing papers, taking minutes, transporting laptops. Ensure that all action is followed up for the teams and relevant information circulated. Coordinate data collection and produce reports for the Health Visiting Matron, Team Leaders and Assistant Service Manager Complete the monthly workforce returns for staff and submit expense claims to agreed deadlines to the Payroll department. Order supplies of stationery and other office equipment, ensuring that there are robust stock control procedures in place. Assist the Health Visiting Matron in the development and monitoring of locality objectives. Be responsible for arranging the induction of new members of the teams as requested. Have a working knowledge of, and implement, policies and procedures, including the Data Protection Act, Freedom of Information Act and the Trust’s complaints procedure. Support the Health Visiting team with projects and the general smooth running of their teams by providing requisite input to ensure systematic processes are maintained. Communications Communicate sensitive information to a range of individuals within and affiliated to the Directorate, including seeking the cooperation of staff to ensure deadlines are met. Act as communication lead for the teams, ensuring that staff receive accurate and up to date information, such as Trust policy updates and training information. Be the first point of contact for the clinical teams by providing information on the different services offered by the Trust to staff, service users and other service providers and partners. Deal with non-routine enquiries. Systems Lead the process of setting up shared office systems including sharing diaries, sharing electronic files and arranging meetings for the teams. Develop and maintain up to date information and databases about services and people ensuring that all relevant information lists are up to date, accurate and presented to a high standard. Ensure that others in the Trust are up to date about any changes within the team. Develop and implement effective business and administrative processes offering support to colleagues. Data/Information Coordination Support the development and maintenance of directorate systems to ensure key performance information is available in a systematic manner and presented in line with Directorate requirements. Support the monitoring and reporting of progress towards the achievement of the Directorate’s objectives within the context of the business plan. Ensure effective governance of all data and information held within the localities. Work collaboratively with other Business Support Officers and staff in other teams in the Directorate to harmonise data and information sharing and ensure the smooth operation of business. Finance Responsible for the booking of agency/bank staff and monitor usage. Check and process invoices for the non-pay budget. Working in a Team Work flexibly to provide efficient, high quality coordination and support for the managers, and other members of the teams. Be an effective member of the team, developing productive working relationships with other members, and developing a sound understanding of the aims and business activities of Community Services. Develop and maintain good working relationships with other Business Support Officers in Community Services in order to ensure excellent business coordination and share good practice. Contribute ideas to the corporate team to improve the efficiency and effectiveness of the localities’ work. Person specification Education Essential criteria Good general education with English and Maths to GCSE standard or equivalent (grade C or above) NVQ level 3-4 Business Administration or equivalent experience IT package qualification/training, e.g. European Computer Driving Licence (ECDL) Desirable criteria Educated to degree level Skills Essential criteria Intermediate Microsoft Office Experience Oral and written communication skills to a high standard Demonstrable problem-solving skills Demonstrable interpersonal skills with the ability to liaise effectively with a wide range of multidisciplinary Demonstrable experience of data collection Desirable criteria Minute taking Experience Essential criteria Extensive experience working in an administrative role Work experience of managing competing and varied demands Desirable criteria Experience of working in the NHS Customer Service 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." Applicant requirements The postholder will have regular contact with vulnerable people 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 Priscilla Olakolu Job title Assistant Service Manager - Universal Services Email address [email protected] Telephone number 07912488915