Office Administrator
Closed for applications on: 4-Mar-2024 00:04
Vacancy status: Closed
Closed for applications on: 4-Mar-2024 00:04
Key details
Location
- Site
- Beckett house
- Address
- 1 Lambeth Palace Rd, South Bank
- Town
- London
- Postcode
- SE1 7EU
- Major / Minor Region
- London
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
Salary
- Salary
- £34,089 - £41,498 inc HCA
- Salary period
- Yearly
- Grade
- (NHS AfC: Band 5)
Specialty
- Main area
- Administration
- Interview date
- 18/03/2024
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
Are you passionate about innovation, project management, addressing inequalities and leading on change to improve health and care outcomes for our south London population?
Hosted by Guy's and St Thomas's NHS Foundation Trust, we enjoy the benefits of being NHS members of staff while focusing on innovation to improve the lives of patients and staff in the health and care sector. While this was important before, it has an even greater focus now with innovation being looked to help reduce elective care backlogs and health inequalities.
The main purpose of this post is to support the IT and Corporate Support manager at the HIN with the delivery of our priority projects. Innovation is at the heart of everything we do, from delivering transformational programmes to improving patient pathways, or internally with our wide range of health and mental health wellbeing initiatives. Working at the HIN, we are based near Waterloo station/Westminster station, you could benefit from great health and wellbeing support which currently includes yoga, book club, lunchtime walks, and regular social events alongside our HIN Academy providing fantastic training.
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The main responsibility of this role is to ensure the effective and efficient operation of our office on a day to day basis, creating an environment where colleagues can do their best work. They will take the lead on identifying and implementing improvements as well as solving problems and supporting staff.
Working to the IT and Corporate Support Role the postholder will also be a key part of the corporate support team, driving a culture of continuous improvement.
This role will suit someone who wants to take initiative, responds well to the unexpected, takes responsibility and enjoys being the person who helps other people work better.
Although the organisation operates a hybrid model this role will be predominantly office based.
Working for our organisation
What is the Health Innovation Network?
The HIN is the Academic Health Science Network (AHSN) for south London, one of 15 AHSNs across England. We work across a range of health and care services through each of our clinical and innovation themes, to transform care in diabetes, patient safety, mental health, cardiovascular and healthy ageing and to accelerate innovations into the NHS. AHSNs help mobilize the value that the NHS can add as an economic asset to the UK economy. As an AHSN the HIN works with a range of expert support and services across the health and care sectors that support NHS innovators and companies to realise the commercial and economic potential of their innovations.
As part of the HIN adaptable working principles, which allows our ability to adapt to anticipated changes in project portfolios and gives staff the opportunity to enhance their skills and expertise, the successful candidate may be asked to operate across other themes and projects.
Our Values
Brave - We encourage our teams and others to be brace with their ideas and support them to try new things.
Kind - We care about each other, the people we work with and about the health and wellbeing of south Londoners.
Open - We're open about what we do, and we share what we learn.
Different - We think differently, and we are strong because of our diverse background, talents, and experiences.
Together - We build communities and networks, we collaborate, and we connect.
Detailed job description and main responsibilities
Office Management
- Manage the implementation and overall management of office systems, control processes and risk management arrangements to ensure effective delivery of service.
- Leading on links with individual teams to ensure that links between the office function and the business are maintained and developed.
- Act as the first point of contact for the Office dealing with verbal and telephone enquiries correspondence in an effective, courteous and timely manner using initiative as to appropriate action to be taken.
- Responsible for day-to-day organisation of the Office, including handling mail, maintaining adequate stationery supplies, maintaining kitchenand other facilities, room bookings and all equipment is in working order.
- Deal with the day to day operational issues and ensure that complaints are investigated and managed effectively.
- Responsible for designing processes and protocols for the administrative function. Ensure that these are reviewed continuously and recommendations are made for improvement as appropriate
Administrative
- Manage the electronic diaries (Outlook) of agreed individuals as required. This includes responding to meeting requests from other parties, setting up meetings and generally ensuring that all planned activities are practical and co-ordinated at all times. This requires frequent forward planning, attention to detail, lateral thinking, diplomacy and perseverance.
- Managing the meeting room diaries ensuring meeting rooms are used in the most effective way possible.
- Responsible for ensuring all meeting rooms are set up to meet the organisations requirements at all times.
- Provide additional and administrative service as required ensuring high levels of accuracy. Other tasks will include preparation of presentation materials as appropriate, photocopying, dealing with mail.
HR
- Providing matrix management to staff providing additional cover to the office function.
- Ensure that new and temporary members of staff receive a full induction to the organisation and are set up with IT equipment and required logins and permissions.
- Ensure that robust arrangements are in place to provide effective sickness and annual leave cover within the team, minimising agency usage.
Financial Management
- Maintain office supplies budget and co-ordinate the procurement of office supplies
- Maintain adequate stocks of stationery and order furniture/equipment, when necessary, to ensure the smooth running of the office.
- Raise requisitions across the organisation as required.
(Please see attached job description for full details)
Person specification
Experience
Essential criteria
- Proven experience of managing a busy office or as a senior administrator with a significant level of responsibility.
- Proven practical experience of setting up and maintaining effective and efficient workflow and administrative systems
Skills
Essential criteria
- Excellent organisational skills with a demonstrable ability to prioritise workload and work methodically, efficiently and accurately to meet deadlines.
- Demonstrable communication and influencing skills with the ability to remain calm, effective and efficient during difficult situations.
- Ability to show initiative and work independently where appropriate
Qualifications
Essential criteria
- Educated to degree level or equivalent qualification or experience
Further details / informal visits contact
- Name
- Dan Dartington
- Job title
- Head of Finance & Corporate Support
- Email address
- [email protected]
- Additional information
If you have questions about the role please feel free to contact the recruiting manager in advance of application with [email protected].
We are committed to Equality, Diversity and Inclusion and ensure we have a diverse panel for all our recruitment.
Don’t meet every single requirement in the person specification? Studies have shown that women and people from global majority backgrounds are less likely to apply for jobs unless they meet every single criteria. At the HIN we are dedicated to building a diverse, inclusive, and authentic workplace, so if you are excited about this role but your experience does not align perfectly with what is stated, we encourage you to apply anyway or contact us to discuss. You may be just the right candidate for this or other roles
No longer accepting applications
Sorry, this vacancy is no longer accepting applications.
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