Job summary
Our goal is to become an Outstanding Care Group and you may be able to help us?The Surgery, Theatres, Anaesthetics and Endoscopy (STAE) Care Group is looking for a highly motivated and experienced Business Administrator to join our busy team.
You will provide a comprehensive administrative support to the General Manager and Clinical Director for the Care Group as well as working together with the Senior Head of Nursing and the management teams.
Main duties of the job
Our absolute must for this role is to find somebody who possesses exceptional organisational skills, demonstrable experience in diary management, excellent attention to detail and is a self-starter. It goes without saying that you must be truly passionate about working in the NHS and really want to make a difference to the lives of all that work here, our patients and their relatives.
In order to provide effective and efficient administrative and secretarial support, you will need to have an extensive knowledge of administrative procedures, Microsoft Office applications including Excel, the ability to take accurate minutes and use initiative to prioritise a varied workload. You will have excellent written and verbal communication skills, as well as good organisational and time management skills.
You will be expected to appropriately manage confidential, complex and sensitive information, exercising discretion and upholding professional and ethical standards always.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible
Job description
Job responsibilities
Job summary:
To provide an efficient and comprehensive PA service maintaining a high professional standard at all times, ensuring efficient and effective support is provided. The post holder will be responsible for providing business and administrative support to the Care Group Triumvirate and Senior Operational Team for the Surgery, Theatres, Anaesthetics and Endoscopy (STAE) Care Group.
Main duties and responsibilities:
- To manage and prioritise a busy workload for the Care Group Triumvirate and senior operational team using a high level of initiative.
- To manage accurate and up to date electronic diaries for the care group triumvirate and senior operational teams to ensure others are aware of the availability of the leadership team, ensuring their appropriateness and manageability.
- To be responsible, with management support, for their own personal development and to actively contribute to the development of others.
- To be responsible for the maintenance of office equipment and supplies for the care group.
- Act as an initial point of contact with regard to access and interface with the senior leadership team, other members of the care group team, other Trust staff, external agencies and members of the public.
- Work with a minimum of supervision in a busy office environment, with the ability to plan and prioritise one's own work, deal with a range of ongoing tasks at the same time and to cope under pressure.
- To be able to switch rapidly between a wide range of processes and knowledge systems.
- To produce correspondence, spreadsheets, reports and documents from a variety of materials on behalf of and for the care group triumvirate and senior operational team, ensuring a high level of accuracy, appropriate prioritisation and storage of documentation.
- Manage the flow of information arising from post, emails and telephone enquiries forwarding to the appropriate manager or service.
- Maintain, update and monitor documents relating to meetings and follow up any actions resulting from those meetings to ensure progress is recorded and effective management of actions is achieved.
- Responsible for coordinating meetings, preparing and distributing agendas, taking minutes and any other documentation for meetings within agreed timeframes.
- To liaise effectively with the HR department in providing the necessary information for new staff as designated by the management team.
- To support the management team in the coordination of recruitment processes including dealing with enquiries, job descriptions, references and setting up interview panels.
- Responsible for entering staff details and duties onto the computerised staff absence Responsible for maintaining records of annual leave, sickness absence, staff appraisal and staff statutory and mandatory training on the Trust systems.
- Organise annual appraisals, monthly 1:1 meetings and sickness absence meetings for senior operational team direct reports.
Quality of Service
- To maintain a high degree personal integrity dealing appropriately with issues of highly confidential, complex and sensitive nature.
- Ensure all enquires are dealt with politely, courteously, promptly and professionally.
- To balance a comprehensive office workload ensuring the daily, weekly and monthly tasks are carried out efficiently and to a high standard.
- Data Quality and Performance.
- To maintain information systems.
- To have a workable knowledge of Word, Excel and PowerPoint.
- Where required set up shared drives and archive old paperwork with the intention of moving towards a paper light document management system.
Emotional and Mental Effort
- The role is predominantly office based, using VDU equipment as a major part of the daily role.
- The role will require frequent periods of concentration on detailed reports and documents and the pattern of work will be unpredictable. The post holder will be expected to change between tasks and expect interruptions in their daily work.
- The role will expose the post holder to occasional distressing or emotional circumstances e.g. dealing with highly pressurised and emotive staff.
Job description
Job responsibilities
Job summary:
To provide an efficient and comprehensive PA service maintaining a high professional standard at all times, ensuring efficient and effective support is provided. The post holder will be responsible for providing business and administrative support to the Care Group Triumvirate and Senior Operational Team for the Surgery, Theatres, Anaesthetics and Endoscopy (STAE) Care Group.
Main duties and responsibilities:
- To manage and prioritise a busy workload for the Care Group Triumvirate and senior operational team using a high level of initiative.
- To manage accurate and up to date electronic diaries for the care group triumvirate and senior operational teams to ensure others are aware of the availability of the leadership team, ensuring their appropriateness and manageability.
- To be responsible, with management support, for their own personal development and to actively contribute to the development of others.
- To be responsible for the maintenance of office equipment and supplies for the care group.
- Act as an initial point of contact with regard to access and interface with the senior leadership team, other members of the care group team, other Trust staff, external agencies and members of the public.
- Work with a minimum of supervision in a busy office environment, with the ability to plan and prioritise one's own work, deal with a range of ongoing tasks at the same time and to cope under pressure.
- To be able to switch rapidly between a wide range of processes and knowledge systems.
- To produce correspondence, spreadsheets, reports and documents from a variety of materials on behalf of and for the care group triumvirate and senior operational team, ensuring a high level of accuracy, appropriate prioritisation and storage of documentation.
- Manage the flow of information arising from post, emails and telephone enquiries forwarding to the appropriate manager or service.
- Maintain, update and monitor documents relating to meetings and follow up any actions resulting from those meetings to ensure progress is recorded and effective management of actions is achieved.
- Responsible for coordinating meetings, preparing and distributing agendas, taking minutes and any other documentation for meetings within agreed timeframes.
- To liaise effectively with the HR department in providing the necessary information for new staff as designated by the management team.
- To support the management team in the coordination of recruitment processes including dealing with enquiries, job descriptions, references and setting up interview panels.
- Responsible for entering staff details and duties onto the computerised staff absence Responsible for maintaining records of annual leave, sickness absence, staff appraisal and staff statutory and mandatory training on the Trust systems.
- Organise annual appraisals, monthly 1:1 meetings and sickness absence meetings for senior operational team direct reports.
Quality of Service
- To maintain a high degree personal integrity dealing appropriately with issues of highly confidential, complex and sensitive nature.
- Ensure all enquires are dealt with politely, courteously, promptly and professionally.
- To balance a comprehensive office workload ensuring the daily, weekly and monthly tasks are carried out efficiently and to a high standard.
- Data Quality and Performance.
- To maintain information systems.
- To have a workable knowledge of Word, Excel and PowerPoint.
- Where required set up shared drives and archive old paperwork with the intention of moving towards a paper light document management system.
Emotional and Mental Effort
- The role is predominantly office based, using VDU equipment as a major part of the daily role.
- The role will require frequent periods of concentration on detailed reports and documents and the pattern of work will be unpredictable. The post holder will be expected to change between tasks and expect interruptions in their daily work.
- The role will expose the post holder to occasional distressing or emotional circumstances e.g. dealing with highly pressurised and emotive staff.
Person Specification
Experience
Essential
- A minimum of 3 years' experience working in the NHS
- Experience of working as PA/Secretarial support for large service/ departments
Experience
Essential
- Experience of PIMS, Theatre management systems, rostering systems, performance systems and EPR.
- Experience of managing patients on a 18-week pathway
- Experience of negotiating with clinical teams
- Experience of invoicing and processing invoices using Oracle or a similar system
Desirable
- Experience of dealing with the public
- Familiar with a variety of clinical portal systems and supplementary clinical systems
Qualifications
Essential
- Good general education to GCSE level or above with Mathematics and English.
- ICT qualification
Desirable
- Working towards a Bachelor's Degree or equivalent qualification
Person Specification
Experience
Essential
- A minimum of 3 years' experience working in the NHS
- Experience of working as PA/Secretarial support for large service/ departments
Experience
Essential
- Experience of PIMS, Theatre management systems, rostering systems, performance systems and EPR.
- Experience of managing patients on a 18-week pathway
- Experience of negotiating with clinical teams
- Experience of invoicing and processing invoices using Oracle or a similar system
Desirable
- Experience of dealing with the public
- Familiar with a variety of clinical portal systems and supplementary clinical systems
Qualifications
Essential
- Good general education to GCSE level or above with Mathematics and English.
- ICT qualification
Desirable
- Working towards a Bachelor's Degree or equivalent qualification
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).
