Job summary
Royal Brompton Hospital - Cardio-Oncology Centre of Excellence
This 6-month role offers the chance to join one of the world's leading cardio-oncology services at Royal Brompton Hospital. Established in 2011, the service manages high volumes of complex referrals and was awarded Gold Centre of Excellence status by the International Cardio-Oncology Society in 2022.
The Project Administrator will work within the multidisciplinary team, supporting Dr Alexander Lyon, Dr Sohaib Nazir, Professor Rosen, nurse specialists, the cardio-oncology GP, research, clinical fellows and research nurses.
The post-holder will provide administrative and diary support to the clinical leads, managing schedules, coordinating meetings, preparing agendas and documents, overseeing inboxes and ensuring timely follow-up. They will also manage processes for international fellows, including onboarding, documentation, compliance and acting as a key liaison throughout their placement.
The role includes supporting service projects by preparing reports, tracking milestones and contributing to service improvement. Strong attention to detail is essential for accurate handling of information and project records. The post-holder will help organise local and international events and service meetings.
They will also assist with managing cardio-oncology project funding, tracking expenditure, processing financial papers and working with finance teams to support effective budget monitoring across the Heart Division.
Main duties of the job
Main duties of the job
Duties and Responsibilities
- Provide administrative support to the Cardio-Oncology centre of excellence Project Group and other public health projects where appropriate.
- Provide secretarial support to project lead/s including diary management, preparing /distribution of letters, preparing reports and booking travel.
- Assist in project planning where appropriate including clinical research administration.
- Works independently to resolve day to day problems seeking advice where appropriate.
- Acts as a first point of contact for queries.
- Disseminates information as directed.
- Develops and maintains computerised filing systems and resource library.
- Co-ordinate, manage and administer events.
- Liaise with other directorates, provider services and partners.
- Contributes to effective budget management of the project by updating spreadsheets and producing basic monitoring reports as directed by the Project Lead/s.
- Orders supplies for project team.
- Maintains and updates website as appropriate, uploading documents and content.
- Develops and updates resource and training databases.
- To provide administrative support to the private practice services of the cardio-oncology service, and wider partners.
- Schedules and organises steering group and sub group meetings including minute taking.
- Upholds an exceptional corporate image when dealing with both internal and external agencies and organisations.
About us
About us
About the Trust
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 one of the National Institute for Health Research's biomedical research centres, established with King's College London in 2007, as well as dedicated clinical research facilities.
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
Job responsibilities
Key Result Areas
- To contribute to achieving the objectives of the project by assisting the project lead/s to organise their work schedule and the work programme of the project by providing effective and efficient project administration.
- To ensure that timely and necessary actions are taken through the accurate recording and distribution of minutes, using initiative to ensure actions taken are appropriate and effective.
- Schedule and organise meetings arrange, draw up and agree agenda, draw up preparatory papers, attend and take effective minutes, process and circulate minutes. Concentration is required when transcribing minutes but frequent interruption and other interventions are unpredictable. Ensure actions arising from the meetings are implemented on time through an effective follow-up and bring forward system.
- Use initiative to work independently and prioritise a busy workload.
- Dealing with general correspondence and queries on behalf of the project lead/s which requires tact and diplomacy to make judgements and bring to a satisfactory conclusion.
- Continuously monitoring the management of resources to ensure that financial expenditure does not exceed the annual budget.
- To proactively and effectively manage, organise and prioritise a busy workload contributing to the overall management and delivery of the project in order to ensure that objectives are met and on schedule.
Previous experience
Previous experience of working within an administration function ideally within projects in a complex organisation such as the NHS.
Skills/Knowledge/ Ability
High level of administrative, secretarial and communication skills (both written and verbal), including evidence of satisfactory performance of administrative/ secretarial functions and preferably project support. This will include experience and ability to produce effective minutes, collating papers and reports and communicating information.
Excellent time management skills to enable planning, organising and controlling of own work, and to work collaboratively with secretaries and managers to ensure co-ordination of diary commitments.
Self-starter, ability to use initiative, work independently, confidentially and to handle sensitive issues accordingly.
Excellent interpersonal skills with an ability to be creative and to influence others to achieve aims and objectives.
Ability to work as part of a team and provide support and advice to team members, especially if the project lead is not available
Person Specification Experience Essential
- Previous administrative experience in the NHS
- Experience in liaising with a multidisciplinary team
- Previous experience working on projects
Skills Essential
- Strong written and communication skills
- Strong time management
Qualifications Essential
- A high level of computer literacy
- Educated to diploma level in administration or equivalent experience
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.
Certificate of Sponsorship
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 theUK 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)
Please note due to high response rate we sometimes close adverts early and we advise you apply as early as possible.
Job description
Job responsibilities
Job responsibilities
Key Result Areas
- To contribute to achieving the objectives of the project by assisting the project lead/s to organise their work schedule and the work programme of the project by providing effective and efficient project administration.
- To ensure that timely and necessary actions are taken through the accurate recording and distribution of minutes, using initiative to ensure actions taken are appropriate and effective.
- Schedule and organise meetings arrange, draw up and agree agenda, draw up preparatory papers, attend and take effective minutes, process and circulate minutes. Concentration is required when transcribing minutes but frequent interruption and other interventions are unpredictable. Ensure actions arising from the meetings are implemented on time through an effective follow-up and bring forward system.
- Use initiative to work independently and prioritise a busy workload.
- Dealing with general correspondence and queries on behalf of the project lead/s which requires tact and diplomacy to make judgements and bring to a satisfactory conclusion.
- Continuously monitoring the management of resources to ensure that financial expenditure does not exceed the annual budget.
- To proactively and effectively manage, organise and prioritise a busy workload contributing to the overall management and delivery of the project in order to ensure that objectives are met and on schedule.
Previous experience
Previous experience of working within an administration function ideally within projects in a complex organisation such as the NHS.
Skills/Knowledge/ Ability
High level of administrative, secretarial and communication skills (both written and verbal), including evidence of satisfactory performance of administrative/ secretarial functions and preferably project support. This will include experience and ability to produce effective minutes, collating papers and reports and communicating information.
Excellent time management skills to enable planning, organising and controlling of own work, and to work collaboratively with secretaries and managers to ensure co-ordination of diary commitments.
Self-starter, ability to use initiative, work independently, confidentially and to handle sensitive issues accordingly.
Excellent interpersonal skills with an ability to be creative and to influence others to achieve aims and objectives.
Ability to work as part of a team and provide support and advice to team members, especially if the project lead is not available
Person Specification Experience Essential
- Previous administrative experience in the NHS
- Experience in liaising with a multidisciplinary team
- Previous experience working on projects
Skills Essential
- Strong written and communication skills
- Strong time management
Qualifications Essential
- A high level of computer literacy
- Educated to diploma level in administration or equivalent experience
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.
Certificate of Sponsorship
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 theUK 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)
Please note due to high response rate we sometimes close adverts early and we advise you apply as early as possible.
Person Specification
Education / Qualifications
Essential
- Bachelor's degree
- Diploma (or working towards) or relevant equivalent experience and/or training.
Desirable
- Experience of using contact/content management systems and online collaboration portals
- Experience of complex Diary Management
- Experience of administrative support to programmes or projects at the academic/health service interfac
Previous experience
Essential
- Excellent knowledge of Microsoft Office applications e.g. Word, Excel, Outlook, Access, PowerPoint etc
Desirable
- Experience of working in an research academic, health and care or recruitment environment.
Skills/ Knowledge/ Ability
Essential
- Knowledge of administrative procedures including IT and Finance systems.
Desirable
- Prior experience of basic online research and experience organising and collating a range of information from different sources in a logical, structured manner.
Person Specification
Education / Qualifications
Essential
- Bachelor's degree
- Diploma (or working towards) or relevant equivalent experience and/or training.
Desirable
- Experience of using contact/content management systems and online collaboration portals
- Experience of complex Diary Management
- Experience of administrative support to programmes or projects at the academic/health service interfac
Previous experience
Essential
- Excellent knowledge of Microsoft Office applications e.g. Word, Excel, Outlook, Access, PowerPoint etc
Desirable
- Experience of working in an research academic, health and care or recruitment environment.
Skills/ Knowledge/ Ability
Essential
- Knowledge of administrative procedures including IT and Finance systems.
Desirable
- Prior experience of basic online research and experience organising and collating a range of information from different sources in a logical, structured manner.
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).
