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 Interview date to be confirmed. The successful applicant will be responsible for the overall management of the administration of legal agreements and the financial management reporting and financial transactional administration for Commercial Innovation within Guy’s and St Thomas’ NHS Foundation Trust. The post holder will be responsible for planning their own workload to ensure that weekly, monthly and quarterly deadlines are met and is responsible for the management of any apprentice staff within the team. The post holder is responsible for ensuring that all projects and agreements managed by the Commercial Innovation team are accounted for in an accurate and timely manner. The post holder will work closely with colleagues from across the Centre for Innovation, Transformation and Improvement including Senior Directors. To liaise with researchers, manufacturers, legal experts ensuring that a professional service is provided. To assist with all financial matters that relate to intellectual property income within the Trust. Refer to JD for full information. Main duties of the job The post-holder will also be responsible for providing individual packages of work and service support relating to their overall responsibilities outlined above, to ensure project outputs are delivered effectively. The post holder will take a lead on any specific projects or aspects of a project related to and within the parameters of their role in the administration of legal agreements and the financial management reporting and financial transactional administration for Commercial Innovation. With responsibility for, day-to-day delivery and adjusting plans as required to ensure that risks and issues are mitigated. The post holder will work collaboratively with internal and external stakeholders to ensure effective management of interdependencies and delivery of objectives. Working for our organisation CITI at Guy’s and St Thomas’s was newly founded in 2021 under the Deputy Chief Executive. The DCE is the Executive Director responsible for leading and implementing the Trust’s strategy for innovation and improvement, which aims to develop an ecosystem that encourages the acceleration of new knowledge and capabilities and learn from best practices globally, to deliver improvements in patient care, research and education at scale. CITI co-locates multi-faceted teams to provide the focal point for clinical innovators and services seeking to translate ideas or early stage products or improvements into clinical practice. The Centre aims both to incubate and deliver innovations and improvement ideas, projects and programmes, working alongside and for its clinical customers for the benefit of patients. CITI builds on industry best practice in taking innovation from concept to practice. It aims to foster a culture of innovation and improvement throughout the Trust, and acts as the intellectual home of our core change methodologies. CITI aims to improve the adoption of new clinical technologies with an agile operational model, delivering a data-driven approach to evaluating performance of novel technologies, creating a sustainable culture of innovation in clinical and operational workforce, and to build enduring partnerships with academia, industry, investors, our communities and other key Stakeholders. Detailed job description and main responsibilities Business Management Financial and Information management The postholder is expected to work on their own initiative, and be a specialist in their own area: To lead on business administration and financial management support to the Commercial Innovation team To lead on the development and monitoring of financial progress of projects and business cases, including qualitative assessment to ensure compliance with a range of targets To manage a delegated budget to ensure best value for money, including management of invoices sign-off, monitoring income and expenditure and providing budgetary reports. To actively monitor expenditure against budget and address problems at an early stage. Authorised signatory for travel arrangements, meeting expenses.; holding budget for own projects. To support the commissioning and procurement of products, equipment, services, systems and facilities, as required for the delivery of projects. Lead responsibility for preparation and processing of accurate/timely POs and invoices relating to agreements managed by the Commercial Innovation team, including Intellectual Property, ensuring that these are in line with agreed contracts using the contact management system. To ensure all invoices meet with the standards required of the Trust and that all charges, including VAT, are accounted for correctly and in accordance with the Trust’s Standing Financial Instructions. This will include validation of complex contractual requirements. To challenge any accounting discrepancies and undertake variance analysis, interpreting data and advising Senior Management on actions. Management of the maintenance of manual and computerised records of clinician payments, departmental income and costs. Preparation and agreement with central Financial Management function of accurate income accruals to other Directorates. Lead responsibility for providing complex Month End management information for commercial innovation projects to the Trust Financial Managment Team which should be completed within strict deadline timetables. Represent the Trust in relation to the resolution of queries referred from the Trust Credit Controller, Senior Commercial Controller and other sources. These could be queries from legal teams, commercial clients, incubators, entrepreneurs and license holders. To deal with sensitive information in a confidential and diplomatic manner. This will include liaising with clinical and non-clinical staff, patients and insurers. Adhere to the regulations of the Data Protection Act 1984 and the Trust’s policy on confidentiality Work with other internal stakeholder departments to assist in the costing of projects, to raise invoices via the Trust finance system, ensure income redistributions happen in a timely manner, track and report on these transactions and processes. Information Management Overall lead responsibility for managing, maintaining and developing the Commercial Innovation team information system(s): MyIP/Sofia, Trello. Maintain project information management systems, produce reports and maintain project plans. Lead and manage the relationship with Central Finance and monitor systems required for account reconciliation. Responsible for dealing with any queries relating to this. Manage the preparation of detailed financial management reports, financial analysis and reconciliations. Collating and tabulating information with accuracy and a high level of presentation. Working to monthly deadlines with little direct supervision to provide financial information to the Commercial Innovation Managers and to other Senior Directorate Managers within the Trust To make changes to the Commercial Innovation team databases when necessary to reflect any amendments to contracts to enable correct billing at the correct prices. Maintain data collection systems that will provide accurate and timely data, including quantitative and qualitative data. Interpret policies and protocols to support the project that are consistent with Trust standards Business Development Support the Commercial Innovation Team in implementing Trust/NHS directives and identify, lead on and implement internal service improvements relevant to the postholders role. 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. Carry-out the management of administration function for Commercial Innovation activities for the team and act as administration support for projects, invention disclosures, market analysis, intellectual property documentation and internal income redistribution. To assist in the preparation of SOPs and Commercial Innovation pathways To ensure that the filing and retention / storage of work-related records is undertaken regularly and in an organised and clearly identified manner (in accordance with departmental guidelines where appropriate), in support of ease of retrieval / audit trail and having regard to the requirements of the Data Protection and Freedom of Information Acts. Support and organise on an ad-hoc basis, conferences and exhibitions including travel arrangements as required. Lead on relationship with the CITI business function to ensure the Commercial Innovation team are serviced e.g. stock of appropriate suppliers are available. Plan and Manage contract draft circulation and flow of other similar documents so they are effectively circulated to relevant parties in a timely way to achieve sign off appropriately Manage the opportunity pipeline tracker and identify opportunities to senior colleagues to explore and develop Communication and Project Management relevant to the role Provide, receive and manage complex, sensitive information, Using data and logical reasoning, persuade, motivate and negotiate to resolve issues appropriately including reasons for delays in payment and other sensitive issues; Negotiate and manage financial issues with customers, which may be contentious; provides advice on complex financial and corporate issues to non- financial managers; negotiate with NHS, external organisations over cost, service issues. Manage, where appropriate to particular projects, relevant to the postholder role relating to and within the parameters of their role in the administration of legal agreements and the financial management reporting and financial transactional administration for Commercial Innovation. Liaise with other teams in the trust e.g., Clinical departments, admin functions and external partners to ensure documents & activities are properly planned, communicated and delivered on time and target. Use reports and data to support the production of powerpoint presentations Ensure that all documentation for the relevant projects are kept up to date with version control and that project documentation is accessible to those approved by the relevant project manager/project lead Lead relationship with Trust communications team influencing and working in partnership to surface opportunities for Intellectual Property and innovation around the Trust and the work of the team Project Management Support the development of related project plans and the delivery of agreed milestones and objectives that are relevant to the postholder role relating to and within the parameters of their role in the administration of legal agreements and the financial management reporting and financial transactional administration for Commercial Innovation. Organise project meetings, for projects that are relevant to the postholders role, ensuring that regular meetings are established, reports are produced and disseminated in a timely way and actions are followed up – adjusting plans to accommodate complex and changing priorities. Set up and maintain risk and issues logs for projects that are relevant to the postholders role. Working closely with more senior project leads to monitor and address risks and issue resolution to ensure projects deliver to time, quality and cost. Communicate information on the delivery progress of the relevant project(s) to key stakeholders as required. Provide scheduled highlight and exception reports per relevant project, tracking milestones, for circulation to more senior project leads Co-ordinate minutes, agendas and papers for distribution in preparation for relevant meetings, ensuring this is done in a timely manner. Staff, stakeholder management, Leadership and People Support engagement plans for projects that are relevant to the postholder role relating to and within the parameters of their role in the administration of legal agreements and the financial management reporting and financial transactional administration for Commercial Innovation, to proactively ensure that positive and effective relations are developed and maintained between members of the team, and all key internal and external stakeholders throughout the relevant projects. Support strategies to achieve acceptance, consensus and alignment of views, both formally and informally from senior managers and clinicians where applicable. Manage delivery plans and ensure these are regularly updated for all projects that are relevant to the postholder role relating to and within the parameters of their role in the administration of legal agreements and the financial management reporting and financial transactional administration for Commercial Innovation. Influence, motivate and involve individuals and teams to reach necessary performance targets expectations for the relevant projects Provide line management responsibilities to any junior staff members appointed to the team including administrative innovation apprentices Provide training to others on best practice for the billing and contact management for Trusts Commercial Innovation projects For full details see JD document. Person specification Education / Qualification Essential criteria Educated to degree level in a relevant discipline or equivalent qualification or experience. Confidence in numeracy including addition, subtraction, division, multiplication, and calculus and an understanding of how formulas work. European Computer Driving License or British Computer Society or equivalent qualification or experience with Excel Desirable criteria Engaged or completed training for formal Finance qualification Experience in a B2B environment and tracking sales. Experience Essential criteria Specialist knowledge across range of business procedures, underpinned by theory. Proven experience of supporting a busy office or as an administrator with a significant level of responsibility Evidence of supporting successful project and / or operational performance and improvement; including the development and monitoring of output and outcome measures. Experience of administering budgets and demonstrable evidence of individual, team, financial, process and change management. Proven extensive practical experience of setting up and maintaining effective and efficient workflow and administrative systems Previous experience of managing ad-hoc projects Experience of financial and budget management including handling petty cash, bank reconciliation and producing financial reports Previous demonstrable experience of data collection, presentation and report writing Experience of using computer-based accounting / information management systems. Desirable criteria Experience of working within the NHS Experience in project or grant management for innovation, product or service delivery. Skill / Abilities Essential criteria Ability to deal with complex facts or situations requiring analysis, interpretation, comparison of range of options. Analytical and judgement skills including understanding and application of complex statistical and numerical data. Demonstrable effective people and project management skills. Effective communication skills both written and verbal including formal presentation skills, influencing and negotiating. Ability to plan, organise complex activities, programmes requiring formulation, adjustment/Plan, organise broad range of complex activities; able to formulate, adjust plans or strategies. Excellent organisational skills with a demonstrable ability to prioritise workload and work methodically, efficiently and accurately to meet deadlines. Demonstrable high level of communication and influencing skills within a complex stakeholder environment with the ability to remain calm, effective and efficient during difficult situations. Ability to show initiative and work independently where appropriate Ability to communicate clearly verbally and in writing Ability and willingness to handle confidential information without compromising confidentiality or trust Methodical approach and attention to detail Ability to develop and maintain professional working relationships with staff at all levels and from all backgrounds Committed to personal and professional development Excellent Ability to use word processing, spreadsheet and database packages in particular Microsoft Word, Excel, Access and Outlook Ability to be flexible and to adapt to changing and challenging circumstances Exceptional eye for detail, highly organised and can keep excellent tracking / audit trail details for work and decision flows. Excellent numeracy and administrative efficiency. Knowledge of range of computerised software, project monitoring, acquired through degree or equivalent experience plus further training and experience Effective communicator of business sensitive information/agreement or co-operation from NHS staff at all levels of the organisation as required Ability to identify and escalate risks in revenue disruption or contract breach Be comfortable working within a dynamic environment where requirements may alter at short notice. A commitment to the development of commercial operations to supplement taxpayer funding within the NHS. The ability to create a rapport with senior clinical and administrative colleagues and respond professionally and effectively to their requirements. Strong customer service ethic Advanced keyboard skills / use Desirable criteria Good understanding of the demands of an busy NHS senior management environment Able to deal with difficult people and to cope with confidential and sensitive information Knowledge and understanding of the changing healthcare landscape within the UK 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 Mark Gladman Job title Head of Commercial Innovation Email address [email protected] Telephone number 02071887188