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 Theatres, Anaesthetics and Perioperative Medicine (TAP) Directorate supports the patient journey from Pre Operative Assessment through to surgery. This administrative team covers a number of clinical areas responsible for dealing with patient queries, scheduling and making admission arrangements, including clinic management and Theatre Reception. The Trust patient management system is Epic, training will be provided as required. Staff are rostered on a shift basis, with a mixed working pattern, including Saturdays as part of the working week. The Pre Operative Assessment Clinic is a Monday to Saturday service, open from 08:00 to 19:00. Theatre Reception and the Surgical Admissions Lounges are staffed Monday to Saturday 07:00 to 20:00. Sunday and Bank Holiday working may be required in the future as the services develop. Enhanced pay rates are available for any weekend hours worked. Staff are assigned to one team, but may be asked to cross cover in another area. Main duties of the job Booking appointments, answering calls and respond to correspondence in a timely manner. Provide high quality administrative support to the department. Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead for short periods of time. 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. Reception duties by welcoming, arriving and departing the patients attending appointments. Working for our organisation The Theatres, Anaesthetics and Perioperative Medicine directorate is one of the largest clinical support directorates in GSTT and provides anaesthetic and allied staff support to the theatres across St. Thomas and Guy’s Hospital sites. With 40 operating theatres in the main and day surgery adult complex, as well as additional theatre and infrastructure in satellite sites (maternity, eyes, dental, Cath labs) which benchmark nationally as some of the most highly productive theatres in England. We support both the elective and emergency work streams and provide anaesthetic cover to both hospital sites for emergency work. The department has a staffing establishment of c.900 with one of the largest medical and nursing workforce groups within the trust. The directorate is anticipated to grow significantly with plans for workforce development and design and opportunities to further improve our theatre estate and utilisation and build additional capacity. The Administrator is responsible for managing the day to day service and workload, including and not limited to booking appointments, answering calls, dealing with correspondence as well as communicating with multidisciplinary teams in order to effectively support the team. Detailed job description and main responsibilities · Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures. · Sort, distribute and handle incoming mail and in a timely and efficient manner. Ensure that outgoing mail is collected and dispatched. Arrange the receipt and delivery of courier mail and parcels as required. · Photocopying, collation and distribution of reports, correspondence, handouts etc. · Establish and maintain accurate and efficient filing systems. · Ensure the department is maintained and kept tidy at all times. · Covering front desk duties as required. · Reporting and monitoring any maintenance / facilities as appropriate. · Where based at a Community site, the post might also involve assisting with aspects of site/facilities management, such as assisting with organising repairs and maintenance at the site. *Previous applicants need not apply* Person specification Qualifications/ Education Essential criteria Good general education with English and Maths to GCSE standard or equivalent Previous experience Essential criteria Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service Experience working in a customer service setting Skills/ Knowledge/ Ability Essential criteria Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel Ability to work as part of a team as well as using own initiative Confidence in making decisions when dealing with competing priorities Ability to work methodically in a busy environment and meet deadlines To be flexible in their approach to the work, according to priorities and changing organisational systems NHS Systems Desirable criteria Experience of working with clinical systems (EPIC, DA Language Support, Envoy) 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 Sahariyea Siddique Job title Assistant Service Manager Email address [email protected]