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 Administrator will provide high quality administrative support to the department. Tasks will include typing, reception duties, customer service, maintaining databases, booking appointments/meeting, filing, organising and booking meeting rooms and general administrative support to the Department. The Administrator will play a key role in the efficient day to day activities of the department. The post holder will often be the first point of contact for the department and will be required to communicate in a professional and courteous manner. The post holder will answer general queries and explain information relating to the department. Main duties of the job Provide high quality administrative support to the department. This may include bookings meeting rooms and hospitality, organising audio-visual equipment, ordering department supplies such as stationery plus any other ad hoc duties. Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages. Provide support for meetings, including the preparation and distribution of agendas and taking, transcription and distribution of minutes/ action notes. Follow up of action points arising from meetings. Provide administrative support to projects being managed within the service as directed. Provide administrative support within the service, including cross cover for administrative team members as required. Provide advice and support to new or less experienced employees on own administrative duties. Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required. Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users. Undertake any other reasonable duties necessary to ensure the smooth running of the service. Working for our organisation 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 Help Desk Answer incoming service requests and enquiries from customers. Respond tactfully and helpfully, escalating problems to more senior staff where necessary. Keep relevant administrative records. Ensure that the helpdesk is covered at all times Equipment Library (Provide cover as follows): Arrange collection equipment from library loans in any area of the Trust. Refer equipment for repair and maintenance where appropriate. Store equipment correctly. Receive and record requests Arrange delivery of equipment to any area of the Trust ensuring that maximum response times are adhered to. Enter and update data in the Trust Medical Equipment Database. User Training Arrange facilities for courses Register trainees Produce training certificates for trainees Facilitate the smooth running of the event on the day Engineering Services Receive incoming equipment and requests “Call log” incoming equipment and requests on the database Check and correct accompanying records. Ensure there is prior agreement to pay before work is undertaken. Create, attach and update status labels. Assist in the recording of work as it progresses and is completed. Ensure serviced equipment is collected by customers or by portering staff. Assist in the monitoring of work. Spot delays and other problems and facilitate remedial action. Keep records of contracts and maintenance schedules Prepare materials for technical staff to record services Facilitate actions in response to Medical Device Alerts and other safety notices. Facilitate equipment upgrades and software revisions. Enter and update data in the Trust Medical Equipment Database. Equipment Inventory Enter and update data in the Trust Medical Equipment Database. Enter new records for new items Correct errors in existing records Mark extinct records as Scrap Remove relevant paper records Perform database searches and report results Administrative Help with the generation of monthly financial recharges Record, label, store, remove and destroy service manuals to keep an up to date stock File, index, label, remove, archive and destroy service records to keep a legal record Monitor, reorder, receive, and store stocks of components and spares to maintain stock levels Make out requisitions for goods and services including components, obtaining appropriate signatures Ensure that goods and services on requisitions are ordered, delivered and accepted bringing any problems to attention of senior staff General Work on any Trust site Keep tools and equipment within the post-holder’s care in acceptable condition. Keep work spaces clear and well ordered. Ensure work the post-holder carries out complies with the Department’s Quality System, set procedures of work and codes of conduct, and conforms to the appropriate quality standards. Participate fully in services related to a Trust Major Incident response Participate in regular management meetings with fellow staff. Cooperate with the Head of MEMS and his Deputies to ensure the smooth running of the Section. Ensure customers receive a high quality, prompt and efficient service and are kept up to date on the progress of their outstanding work. Contribute to Section meetings and take notes. Facilitate and assist in Quality System management. Person specification Essential and Desirable Essential criteria Relevant NVQ 3 (including Maths, English and a science). GCSE A-C grade in Maths and English, or equivalent qualification or equivalent supervised experience Desirable criteria Some knowledge of medical device operation, medical techniques and scientific terms. Essential Essential criteria Good written and spoken English Desirable criteria Experience in administration in the NHS Essential and Desirable Essential criteria Practitioner experience of administrative and clerical work. Desirable criteria Experience in a Helpdesk 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 Danelly Martinez Job title Deputy Head of MEMS Email address [email protected] Telephone number 02071885509 Additional information Ahmed Jawwad Deputy Head of MEMS [email protected]