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Job description

We are looking for an enthusiastic individual to provide comprehensive administration and business support to the Therapies and Rehabilitation Directorate Management Team, assisting them with developing, planning, implementing and monitoring the service objectives, strategies and projects. The Therapies and Rehabilitation Directorate Management Team includes the Clinical Director, General Manager, Deputy General Manager and 6 Heads of Service.

The post holder will provide direct essential support to the day to day operational delivery and ensure the smooth running and effective internal and external liaison to contribute to the successful running of the Therapies and Rehabilitation Directorate Management Team (T&R DMT) as a whole. The post holder will play a key role in supporting the firm foundations which enable the various projects to focus on delivery. The key functions of the role will include providing core administration support to the T&R DMT, robust HR and procurement advice and support, preparation of reports, minutes and agenda papers, communications for the projects and initiatives the T&R DMT undertakes, resource management, quality management, and process management.

The post holder will be required to manage a busy workload, where they will undertake a range of tasks. They will also be required to exercise initiative to a significant level within defined limits, including the deployment of administrative, secretarial, organisational and analytical skills. In addition to this, they will be required to provide administrative support to other projects and emerging initiatives as required.

Guy’s and St Thomas’ is one of the largest hospital trusts in the country, with a staff of over 15,000, a turnover of over £1 billion and 2.4 million patient contacts a year. The Trust comprises two of London’s oldest and best known teaching hospitals. The hospitals have a long history, dating back almost 900 years, and have been at the forefront of medical progress and innovation since they were founded. Both hospitals have built on these traditions and continue to have a reputation for excellence and innovation.

We are part of King’s Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between one of the world’s leading research-led universities and three of London’s most successful NHS Foundation Trusts. Our AHSC is one of only five in the UK. It consists of King’s College London, and Guy’s and St Thomas’, King’s College Hospital and South London and Maudsley NHS Foundation Trusts. King’s Health Partners includes seven hospitals and over 150 community based services, is responsible for seeing 2 million patients each year, has 25,000 employees and 19,500 students, and a £2 billion annual turnover. It brings together the best of basic and translational research, clinical excellence and world-class teaching to deliver groundbreaking advances in physical and mental healthcare.

Duties and Responsibilities:
Operational delivery and Business Support

• Co-ordination and planning of the teams activities, resolving complex and conflicting commitments requiring resolution.
• Extensive diary management. Arranging in person and remote meetings and appointments via the calendar system with both external and internal personnel. This will include liaison with government departments, and other healthcare related organisations.
• To provide diary management for the allocated Managers and Heads of Service that sit within the Clinical Director’s portfolio and provide support as required.
• To provide PA support and cover to the Clinical Director, including in periods of absence and leave
• To provide front of house support to the T&R DMT, key contact for internal and externals
• Providing a high level of support to meetings, including compiling agendas and taking and preparing accurate and comprehensive minutes and action logs.
• To ensure contact lists and distribution lists are appropriately maintained on behalf of the T&R DMT.
• Organise, arrange and facilitate events, workshops and other conference type activities on behalf of the team, including developing a range of event options.
• Coordinating the necessary processes for the purchasing of and payment for products and services, including raising purchase orders, matching invoices to appropriate department budgets, and authorising payment of invoices.
• Ensuring the offices have appropriate supplies, conducting research on best available options as needed.
• Maintaining a good relationship with the maintenance and front of house team to ensure smooth running of the office environment.
• Organising travel and accommodation arrangements for team members as required.
• Collating data and prepare documents, and presentations using the agreed formats, including materials for Clinical Group committees.
• Establishing and maintaining efficient tracking and filing systems and to bring forward papers for meetings/appointments etc, continually evaluating and adapting such systems as necessary.
• Providing administrative and coordination support to projects that relate to the work of the speak up team, including support for working groups, maintaining action logs and tracking progress, and undertaking and supporting surveys and audits.
• Provide recruitment support and be responsible for assisting with the arrangements of new starters via the TRAC system and interview scheduling.
• Assist with drafting communication products e.g. newsletters, social media posts, email marketing as required. Support with ensuring the intranet pages and team websites are kept up to date and appropriately administered.
• Support on boarding of new starters who are joining the T&R DMT to ensure the induction is completed.

• Receiving and providing complex, highly sensitive and at times contentious information in a strictly confidential and professional manner, monitoring progress of follow-up actions to ensure completion is satisfactory.
• Monitoring, managing and redistributing all incoming and outgoing correspondence, including post and email, with discretion for urgency and confidentiality and monitoring required actions for completion.
• Determining the appropriate handling for incoming and outgoing communication by exercising judgement.
• Handling and screening of initial telephone contacts from staff, patients, complainants, and members of the public and generally serving as the first point of contact.
• Liaise with appropriate Trust staff to ensure office environment complies with all health and safety standards.
• Identifying the need for, and making changes to, local policies and processes in own work area and in common with others in the same role.
• Maintaining up to date, accurate and comprehensive contact details.
• Meeting and greeting visitors to the department in a friendly and empathetic but professional manner.
• Support the communication strategy devised to ensure programmes are communicated in a co-ordinated way within the Trust and elsewhere.

• Responsible for establishing, adapting, designing and maintaining information systems comprising both paper-based and computerised documents ensuring accessibility and confidentiality of information. To include the establishment and use of databases.
• Support data analysis of relevant data.
• Regularly review selected web-based information resources, downloading documents or articles as required by the team.