Community Team Administrator - London, United Kingdom - Guy's and St Thomas' NHS Foundation Trust

Guy's and St Thomas' NHS Foundation Trust

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

The post holder will assist in a team of administrators to provide a high quality administrative support service to the department.

The post will provide a broad range of support activities to ongoing and fixed-term projects and tasks within the department and will ensure the smooth running of the service and effective internal and external liaison to contribute to the successful running of the office as a whole.

The role will require the individual to interact with a multi-disciplinary team in a very busy office environment, dealing with highly complex and sometimes sensitive issues, often requiring appropriate judgements to be made under mínimal supervision.

The duties and responsibilities listed are representative of the Team Administrator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative and managerial duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.

This post will include driving for other parts of the service as and when required so full clean driving licence is essential.

Full administrative services

Office Supervision

Information Management

Procurement Experience

Financial Responsibilities

Guys and St Thomas NHS 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 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.

We strive to recruit and retain the best staff as the dedication and skills of our employees lie at the heart of our organisation and ensure that our services are of the highest quality, safe and focused on our patients.

Community Estates and Facilities is part ofEssentia.

Main Duties

Support the supervision of the provision of a high quality, comprehensive and efficient administrative service via the Business Support Hub.
Organise and administer meetings, taking comprehensive minutes and Action Logs where necessary and maintain these.
Provide Community Procurement support for Soft FM Contracts.
Work with the Business Support Manager to ensure that that staff are managed in line with Trust Policies.
Prepare and produce reports/spreadsheets, presentations and other documents as requested using the format required by the team.
Prepare acknowledgement letters and draft replies where required from managers.
Make travel arrangements, booking venues and catering arrangements for meetings and conferences.
Provide dictation and typing services, including copy typing and direct dictation as required.
Provide secretarial support and deputise for the Business Support Manager and EA as required, particularly in the event of sickness or annual leave.
Support other teams with driving (i.e Transport and Safe to go Home) in times of staff shortage.

Office Management

Receive and reroute telephone calls appropriately and provide assistance and advice, using initiative when dealing with queries and referring to senior / relevant staff as necessary.
Act as first point of contact with visitors to the department and respond to a wide variety of queries, often dealing with complex and sensitive issues, in a courteous and efficient manner, making referrals to senior staff as necessary.
Responsible for processing invoices and POs, ensuring appropriate signature and payment within necessary timescales.
Undertake photocopying, duplicating and collating and any other administrative tasks.
Receive and provide highly complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory.
Implement administrative policies within own work area and propose changes to the Business Support Manager to working practices in own area.
Implement departmental policies within own work area and propose changes to working practices as a result of new guidelines or legislation e.g. ensure adherence to Data Protection legislation.
Assist the Business Support Manager with Office Management service and general Health and Safety within the Headquarters office.

Information Management