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 1. To carry out administrative/secretarial duties to provide an efficient and effective administrative service to the Department of Medical Education and the DME based at Royal Brompton Hospital, and on occasions at the Harefield site. 2. To liaise with doctors in training, department managers, educational and clinical supervisors and external organisations where necessary to facilitate the work of the Medical Education Department. 3. Typewriting and audio-typewriting of correspondence, spreadsheets, presentations, and course advertising materials. 4. To assist in setting up education programmes for the Trust, as directed. 5. To arrange meetings and take minutes as appropriate. 6. To provide receptionist and clerical cover for the Skills Centre when necessary. Main duties of the job 1. To carry out administrative/secretarial duties to provide an efficient and effective administrative service to the Department of Medical Education and the DME based at Royal Brompton Hospital, and on occasions at the Harefield site. 2. To liaise with doctors in training, department managers, educational and clinical supervisors and external organisations where necessary to facilitate the work of the Medical Education Department. 3. Typewriting and audio-typewriting of correspondence, spreadsheets, presentations, and course advertising materials. 4. To assist in setting up education programmes for the Trust, as directed. 5. To arrange meetings and take minutes as appropriate. 6. To provide receptionist and clerical cover for the Skills Centre when necessary. Working for our organisation Organisational Values: Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand and reflect these values throughout your employment with the Trust. The post holder will: · Put patients first · Take pride in what they do · Respect others · Strive to be the best · Act with integrity Our values and behaviours framework | describes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet. Detailed job description and main responsibilities 1. Job Summary The post holder will provide a comprehensive administrative support and data management service within Medical Education. They will support senior management in the delivery of high quality training across the two sites through the administration of teaching and training programmes and quality assurance processes. The post holder will predominately be based in one of the above Medical Education teams but will also be expected to provide cross team cover. The post holder will also be expected to work across both hospital sites and on occasion attend and administrate events off site. 2. Key Relationships Internal: Director of Medical Education; Head of Postgraduate Medical Education Programmes; Senior Management Team; Medical Education Administration Team; Junior Doctors; Consultants; Non-Medical Healthcare Professionals; Training Programme/Course Directors; colleagues across corporate support services including HR, Hospitality, ET&D, IT and Procurement. External: above counterparts across King’s Health Partners sites; Health Education South London (HESL); training programme delegates and the general public. 3. Duties and Responsibilities Administrative Support · To provide a comprehensive and efficient administrative service · To organise and administer teaching and training programmes, including booking delegates onto events and processing payments where necessary. · Take comprehensive minutes and ensuring timely dispatch of papers, highlighting actions. · Prepare and produce reports / spreadsheets, presentations and other documents as requested using the required format. · Acknowledge and respond to all forms of correspondence in a timely manner. · Book venues, catering, equipment and all other relevant resources for meetings and events. · To provide administrative support to the Medical Education SMT when required. · Responsibility for implementation of team projects, with minimal supervision to agreed goals and timescales. · Draft and disseminate, with approval, appropriate materials and information relevant to your area of work throughout the year to agreed timescales. · Keep abreast of changes and take responsibility for informing relevant parties of the requirements of training programmes. · Support the quality assurance, contract compliance monitoring and reporting processes with respect to relevant programmes as required, including administrative support for quality visits and inspections, data collection and reporting, audit activities, and the preparation of any relevant documentation. Office Management · Receive and re-route telephone calls appropriately and provide assistance and advice. To use initiative when dealing with queries and referring to senior / relevant staff as necessary. · Act as first point of contact with visitors to the department and to respond to a wide variety of queries, often dealing with complex and sensitive issues, in a courteous and efficient manner, making referrals to senior staff as necessary · Act as a Trust liaison for Medical Education within the hospital and from external parties. · Deliver, collect and distribute departmental post. · Undertake photocopying and collating as required. · Receive and provide highly complex and sensitive information in a strictly confidential and professional manner. · Implement local policies within own area of work and proposes changes to working practices. · Ensure all office equipment is functioning correctly and arrange for repair or replacement as necessary. · Set up/down rooms for events, meetings and training courses. This will involve moving and handling when setting up furniture, clinical equipment, audio visual equipment and refreshments as and when required. · Contribute to the maintenance of the website/s and ensure all content is up to date. · In the absence of members of the Medical Education team, provide appropriate cover to ensure the quality of service is maintained. Information Management · Adapt and maintain effective information management systems, including spreadsheets, databases and filing systems, ensuring both accessibility, confidentiality and adhering to data protection legislation. · Undertake data entry where necessary. Financial responsibilities: · Responsible for processing invoices, ensuring appropriate signature and payment within necessary timescales · Order office supplies using Trust systems and adhering to the Trust procurement guidance. Person specification Qualifications Essential criteria Education and Qualification Skills Essential criteria Skills and Abilities Previous Experience Essential criteria Previous 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 John Pearcey Job title Operational Lead Email address [email protected]