Job overview
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 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 looking for an experienced administrator to join our Research and Development Team (R&D), working front of house in our department at Wolf Clinical Research Facility (CRF), Evelina London Children\'s Hospital.
The post holder plays a key role in ensuring the R&D Department works effectively. You will provide the warm welcome on reception, receiving visitors/staff and answering the main reception desk telephone. You will be the information point for what is taking place ensuring that office facilities are well maintained and presented. In addition, you will provide both administrative assistance and customer service to all R&D staff. You will be required to communicate in a professional and courteous manner, be able to work within a team, providing cross cover for other departments when needed, as well as provide a broad range of support activities including all aspects of meeting management, assisting with events, procurement and finance activities. The role will require the individual to interact with staff and visitors from inside/outside R&D. It is an essential requirement that the post holder has the ability to plan and prioritise workload, meeting the essential deadlines and proactively manage the responsibilities of this position is a prerequisite for anyone wishing to apply for this role. The post holder should have experience of lone and team administrative work ideally in a health research setting.
Main duties of the job
* The Wolf CRF Administrator is required to act as the first point of contact for service users of the R&D department\'s services and facilities and is responsible for providing a professional and customer focused reception service for staff and visitors to Wolf CRF.
* The post holder is required to carry out all patient study visit bookings, staff meeting bookings and manage the reception area on a day to day basis. Must be IT literate.
* The post holder is responsible for co-ordinating: CRF orientations, new starter/ student inductions, arranging security requests, escalating housekeeping repairs/issues, raising invoices, ordering medical supplies and stationary.
* The post holder updates and manages all distribution/contact lists and databases. They must be able to take minutes as part of this role is to arrange, set up and assist in meetings as well as taking minutes for several meetings including R&D Paediatric Review Board (PRB), R&D Paediatric Departmental Meeting, as well as any other ad hoc meetings. They must be flexible and will be required to provide cross cover during other parts of R&D when required (training provided).
* To coordinate and run research conferences and events
* To organise hospitality for research meetings, conferences or events when required
* To follow the Standard Operating Procedures (SOPs) related to R&D Reception Services
* To produce draft versions of SOP\'s for review before implementation
* To maintain appropriate filing and information systems and ensure that all documents, information and records are accurate and readily available
* To attend team meetings and ensure any issues are brought to the attention of the line manager
* To undertake any other ad hoc duties commensurate with the post, as delegated by the line manager
* The post holder is expected to work independently within clearly defined guidelines and processes, and adhere to all Trust policies
Person specification
Qualifications
Essential criteria
* Educated to A Level or equivalent
* Strong planning and organisational skills including the ability to manage multiple tasks
* Experience working in a customer service setting
Desirable criteria
* Ability to work as part of a team as well as using own initiative
* Administrative qualification
Experience
Essential criteria
* Experience acquired in administration business role(s), preferably in either clinical or academic research setting, providing a first- class support service
* Experience of maintaining a booking system (E.G EPIC)
* Experience of providing advice and guidance to the public
Desirable criteria
* Experience in organising meetings, preparation and note taking
Skills
Essential criteria
* Experience in multi tasking and managing own workload
* Proficient with Microsoft Word, Excel and Outlook/ Experience in IT (able to trouble shoot)
* Excellent Communication Skills
* Flexible and adaptive approach to working
Desirable criteria
* Excellent time management and planning skills
* Able to build up positive working relationships and demonstrate team working skills
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.
Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on the UK Government website.
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."
Employer certification / accreditation badges
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.
Documents to download
* Band 3 JD & PS (PDF, 288.4KB)
* FRF (PDF, 408.6KB)
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