Job summary
The South East Genomic Medicine Service are searching for an Administrator to provide high quality administrative support to the department. They will play a key role in the efficient day to day activities of the department and will have regular contact with a wide range of clinical and managerial staff at many levels.
Main duties of the job
Main administrative duties will include
- Providing high quality administrative support to the department. This may include booking 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.
- Providing 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.
- Providing administrative support to projects being managed within the service as directed.
- Providing 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.
- Providing advice and support to new or less experienced employees on own administrative duties.
- Maintaining departmental databases in a timely and accurate manner. Assist with the collation of data as required.
- Providing excellent customer care to ensure timely, relevant advice and assistance to all GMS service users.
- Undertaking any other reasonable duties necessary to ensure the smooth running of the service.
About us
The South East Genomic Medicine Service (GMS) consists of the South East Genomic Laboratory Hub (GLH) and the South East Genomic Medicine Service Alliance (GMSA). They are part of NHSE's National Genomic Medicine Service which was established to enable the NHS to fully benefit from the advances in genomics.
The South East GLH is a partnership which is led by Guy's and St Thomas' NHS Foundation Trust and includes King's College Hospital, St George's University Hospital, Royal Brompton & Harefield Hospitals, South London and Maudsley, Maidstone and Tunbridge Wells and University Hospitals Sussex as consortium partners, and Synnovis as a delivery partner. Through this partnership, the GLH is responsible for the delivery of high quality genomic testing for the South East region which covers, South London, Kent, Surrey, Sussex and parts of Berkshire.
The South East Genomic Medicine Service Alliance is one of 7 Alliances nationally that work with their respective GLHs to support the systematic implementation of genomic medicine into the NHS. The South East GMSA brings together providers and commissioners across South East England, aligned to the GLH geography, to support partnership working and access to genomic medicine services.
Both the GLH and GMSA have specific responsibilities. Further information can be found in the job description or on our website.
Job description
Job responsibilities
Main Duties
- 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, 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 GMS service users.
- Undertake any other reasonable duties necessary to ensure the smooth running of the service.
Communication
- Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.
- Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place.
General Office Duties
- 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.
- Reporting and monitoring any maintenance / facilities as appropriate.
The post holder is required to follow Trust policies and procedures which are outlined in the Job Description.
Job description
Job responsibilities
Main Duties
- 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, 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 GMS service users.
- Undertake any other reasonable duties necessary to ensure the smooth running of the service.
Communication
- Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.
- Manage diaries, and organise meetings and events ensuring that all supporting arrangements are in place.
General Office Duties
- 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.
- Reporting and monitoring any maintenance / facilities as appropriate.
The post holder is required to follow Trust policies and procedures which are outlined in the Job Description.
Person Specification
Previous experience
Essential
- Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service
Qualifications/Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles
Skills/Knowledge/Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Teams, Outlook, and Excel
- Able to demonstrate excellent spoken and written English (including grammar, punctuation and structuring written text)
- Ability to handle confidential and sensitive information appropriately
- Ability to work methodically in a busy environment and meet deadlines
- Ability to develop and maintain good working relationships with all levels of staff
Person Specification
Previous experience
Essential
- Proven business administration experience which demonstrates the understanding of the key functions to providing an admin support service
Qualifications/Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles
Skills/Knowledge/Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Teams, Outlook, and Excel
- Able to demonstrate excellent spoken and written English (including grammar, punctuation and structuring written text)
- Ability to handle confidential and sensitive information appropriately
- Ability to work methodically in a busy environment and meet deadlines
- Ability to develop and maintain good working relationships with all levels of staff
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
