Job summary
We are looking for an experienced administrator to join our Research and Development Team (R&D) working front of house in our department at Guy's and St Thomas' Hospital, based at Guy'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 booking meeting rooms. 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 R&D Reception Administrator is responsible for providing a professional and customer focused reception service for staff and visitors to the 16th Floor Guy's Tower Wing. The post holder is required to act as the first point of contact for service users of the R&D department's services and facilities.
The post holder is required to carry out all room bookings, managing the room, desk and visitor system on a day to day basis. Must be IT trouble shooter and literate.
The post holder is responsible for floor inductions and new starters, arranging security requests, escalating housekeeping repairs/issues to the R&D Admin Team leader, raising invoices, ordering 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 Operational Management Group (OMG), Patient and Public Engagement (PPE) 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).
About us
Guy's and St Thomas' NHS Foundation Trust comprises five of the UK's best-known hospitals - Guy's, St Thomas', Evelina London Children's Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high-quality care, clinical excellence, research and innovation.We are among the UK's busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.We have a long tradition of clinical and scientific achievement and - as part of King's Health Partners - we are one of England's eight academic health sciences centres, bringing together world-class clinical services, teaching and research.We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.
Job description
Job responsibilities
- The R&D Reception Administrator is responsible for providing a professional and customer focused reception service for staff and visitors to the 16th Floor Guys Tower Wing
- The post holder is required to act as the first point of contact for service users of the R&D departments services and facilities.
- To provide an efficient and effective visitor management service. This includes (but is not limited to the following responsibilities):
- To ensure the security and operational policy is followed at all times.
- To meet and greet guests in a professional manner and take responsibility for directing visitors to the most appropriate members of staff or correct meeting room
- To ensure all visitors are collected from reception or caf area by relevant staff member
- To carry out all the administrative duties required of the R&D Reception
- Administrator. This includes (but is not limited to the following responsibilities):
- To ensure the room booking policy is followed at all times
- To carry out all room bookings and manage the room, desk and visitor management system on a day-to-day basis
- To effectively manage the meeting room facilities and associated equipment
- To set up meeting rooms in a timely manner
- To identify and apply the correct room charges for each room booking
- To coordinate floor inductions for new starters
- To coordinate security access requests
- To collate leavers information, keys and security access cards and ensure records are updated and appropriate managers notified
- To escalate housekeeping/cleaning issues/repairs to the appropriate Trust department, keep an accurate record and follow up to ensure that the work is completed in a timely manner
- To ensure that all IT/AV equipment and office facilities are maintained, work appropriately and serviced as necessary as well as being able to troubleshoot in IT, resolving IT issues/connectivity etc
- To process and keep accurate records of invoices and signed contracts related to the R&D administration team
- To order and manage stationery, paper supplies and deliveries
- To ensure that the floor set up and close down process is correctly completed on a daily basis
- To collect and distribute post on a daily basis
- To carry out floor inductions on new starters including arranging their ID badges and access
- To manage the keys, storage facilities and locker allocation for staff members based on the 16th floor.
- To assist, arrange, set up meetings including minute taking for several regular meetings including Research and Development Operational Management Group (OMG), Research and Advisory Group (RAG), Patient and Public Engagement (PPE) and assist with other teams where necessary
- To update and maintain accurate distribution lists, contact lists and databases
- To respond to emails received in the generic R&D administration email account in a professional and timely manner
- To professionally deal with telephone queries received by R&D Reception Services and direct them to the appropriate member of staff
- To arrange and set up research team meetings and take minutes
- 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 SOPs 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
Job description
Job responsibilities
- The R&D Reception Administrator is responsible for providing a professional and customer focused reception service for staff and visitors to the 16th Floor Guys Tower Wing
- The post holder is required to act as the first point of contact for service users of the R&D departments services and facilities.
- To provide an efficient and effective visitor management service. This includes (but is not limited to the following responsibilities):
- To ensure the security and operational policy is followed at all times.
- To meet and greet guests in a professional manner and take responsibility for directing visitors to the most appropriate members of staff or correct meeting room
- To ensure all visitors are collected from reception or caf area by relevant staff member
- To carry out all the administrative duties required of the R&D Reception
- Administrator. This includes (but is not limited to the following responsibilities):
- To ensure the room booking policy is followed at all times
- To carry out all room bookings and manage the room, desk and visitor management system on a day-to-day basis
- To effectively manage the meeting room facilities and associated equipment
- To set up meeting rooms in a timely manner
- To identify and apply the correct room charges for each room booking
- To coordinate floor inductions for new starters
- To coordinate security access requests
- To collate leavers information, keys and security access cards and ensure records are updated and appropriate managers notified
- To escalate housekeeping/cleaning issues/repairs to the appropriate Trust department, keep an accurate record and follow up to ensure that the work is completed in a timely manner
- To ensure that all IT/AV equipment and office facilities are maintained, work appropriately and serviced as necessary as well as being able to troubleshoot in IT, resolving IT issues/connectivity etc
- To process and keep accurate records of invoices and signed contracts related to the R&D administration team
- To order and manage stationery, paper supplies and deliveries
- To ensure that the floor set up and close down process is correctly completed on a daily basis
- To collect and distribute post on a daily basis
- To carry out floor inductions on new starters including arranging their ID badges and access
- To manage the keys, storage facilities and locker allocation for staff members based on the 16th floor.
- To assist, arrange, set up meetings including minute taking for several regular meetings including Research and Development Operational Management Group (OMG), Research and Advisory Group (RAG), Patient and Public Engagement (PPE) and assist with other teams where necessary
- To update and maintain accurate distribution lists, contact lists and databases
- To respond to emails received in the generic R&D administration email account in a professional and timely manner
- To professionally deal with telephone queries received by R&D Reception Services and direct them to the appropriate member of staff
- To arrange and set up research team meetings and take minutes
- 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 SOPs 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
Essential
Essential
- NVQ level 2/3 or higher education diploma in business administration or equivalent
- Strong planning and organisational skills including the ability to manage multiple tasks
- Experience working in a customer service setting
Desirable
- Ability to work as part of a team as well as using own initiative
- Experience in IT (able to trouble shoot)
Essential
Essential
- Experience acquired in administration business role(s), preferably in either clinical or academic research setting, providing a first- class support service
Desirable
- Experience in organising meetings, preparation and note taking
Essential
Essential
- Experience in multi tasking and managing own workload
Desirable
- Excellent time management and planning skills
Person Specification
Essential
Essential
- NVQ level 2/3 or higher education diploma in business administration or equivalent
- Strong planning and organisational skills including the ability to manage multiple tasks
- Experience working in a customer service setting
Desirable
- Ability to work as part of a team as well as using own initiative
- Experience in IT (able to trouble shoot)
Essential
Essential
- Experience acquired in administration business role(s), preferably in either clinical or academic research setting, providing a first- class support service
Desirable
- Experience in organising meetings, preparation and note taking
Essential
Essential
- Experience in multi tasking and managing own workload
Desirable
- Excellent time management and planning skills
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).
