Job summary
Want to join an admin role that allows you to develop your skills further but also helps support scientific discoveries into better healthcare for everyone! We are looking for an experience administrator to join our R&D Operations Team as the new ATA Administrator to provide high quality reception and administrative support to the newly-built 10th floor, Advanced Therapy Accelerator (ATA) within the R&D department.
The post holder will often be the first point of contact for the department and required to communicate in a professional and courteous manner. 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 a multidisciplinary team in newly built labs and office environment often requiring appropriate judgements to be made under minimal supervision. The ability to plan and prioritise workloads to meet 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.Further information: Please contact karen.newson@gstt.nhs.uk
Main duties of the job
- Provide high quality reception and administrative support to the newly-built 10th floor, Advanced Therapy Accelerator (ATA) within the R&D department.
- Be the first point of contact in answering general queries, manage generic research email account and explain information relating to the research department.
- Supporting activities including all aspects of meeting management, assisting with HR, recruitment, procurement and finance activities
- The role will require the individual to interact with a multidisciplinary team in newly built labs and office environment often requiring appropriate judgements to be made under minimal supervision.
- The ability to plan and prioritise workloads meeting essential deadlines and proactively manage the responsibilities of this position is a prerequisite for anyone wishing to apply for this role.
- Receiving and greeting visitors to ATA, organising/booking meeting rooms, maintaining stationary and lab supplies, maintaining databases and accurate records, providing excellent customer service and the effective and timely provision of general administrative support to the department.
- The post holder should have experience of lone and team administrative work ideally in a health research setting as well as having experience in generating income through managing external events when room availability allows.
The role supports the R&D Admin Team Leader and is accountable to the Deputy Director of R&D Operations.
About us
Guy's & St Thomas NHS Foundation 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 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 ATA administrator is responsible for providing a professional and customer focused reception service for staff and visitors to the 10th Floor Guys Tower Wing
- The post holder is required to act as the first point of contact for service users of the ATA 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
- Maintaining facilities and office, reporting faults and arranging housekeeping
- To ensure all visitors are collected from reception when necessary by relevant staff member
- To carry out all the administrative duties required of the ATA 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
- 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 manage the keys, storage facilities and locker allocation for staff members based on the 10th floor.
- To check stock levels and order supplies using Oracle
- Wellbeing ambassador for the department. Organising staff events in-house.
- Organising contracts for services on the floor
- Sending out emails to staff ensuring they are kept up to date with any changes or issues within the department.
- To update and maintain accurate distribution lists, contact lists and databases
- To respond to emails received in the generic R&D and ATA 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 and ATA 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 ATA administrator is responsible for providing a professional and customer focused reception service for staff and visitors to the 10th Floor Guys Tower Wing
- The post holder is required to act as the first point of contact for service users of the ATA 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
- Maintaining facilities and office, reporting faults and arranging housekeeping
- To ensure all visitors are collected from reception when necessary by relevant staff member
- To carry out all the administrative duties required of the ATA 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
- 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 manage the keys, storage facilities and locker allocation for staff members based on the 10th floor.
- To check stock levels and order supplies using Oracle
- Wellbeing ambassador for the department. Organising staff events in-house.
- Organising contracts for services on the floor
- Sending out emails to staff ensuring they are kept up to date with any changes or issues within the department.
- To update and maintain accurate distribution lists, contact lists and databases
- To respond to emails received in the generic R&D and ATA 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 and ATA 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
Qualifications and Education
Essential
- NVQ level 2/3 or higher education diploma in business administration or equivalent
- Evidence of commitment to ongoing professional development
Experience
Essential
- Experience acquired in administration business role(s), preferably in either clinical or academic research setting, providing a first- class support service
- Experience organising and arranging events and hospitality
- Experience working in a customer service setting
Desirable
- Relevant experience working in a multi- disciplinary department and busy office environment
- Experience using IT room and desk booking software systems e.g. CABS or equivalent
- Experience using office procurement systems e.g. Smart Order/Oracle or equivalent
Skills, Knowledge and Abilities
Essential
- Knowledge of working in the healthcare and/or academic sector ideally in health research
- Strong planning and organisational skills including the ability to manage multiple tasks
- Ability to prioritise work and consistently meet deadlines
- Strong computer and advanced keyboard skills (proficient in use of IT systems and web-based applications, including Outlook, Microsoft Word, Excel)
- Ability to work as part of a team as well as using own initiative
- Ability to respond appropriately to research queries (listen and direct visitors and research staff to appropriate members of office staff)
- Good standard of written and oral English Language
- Good telephone manner and the ability to remain calm under pressure and cope with unanticipated demands
- Knowledge of Standard Operating Procedures with ability to provide relevant examples
- Ability to develop and maintain good working relationships with all levels of staff
- Highly professional approach to work, in particular dealing with confidential information
Desirable
- Knowledge of medical, scientific and/or research terminology and practice
- Knowledge of financial and invoice reconciliation
- An interest and an enthusiastic approach to working in a dynamic and diverse research environment
Person Specification
Qualifications and Education
Essential
- NVQ level 2/3 or higher education diploma in business administration or equivalent
- Evidence of commitment to ongoing professional development
Experience
Essential
- Experience acquired in administration business role(s), preferably in either clinical or academic research setting, providing a first- class support service
- Experience organising and arranging events and hospitality
- Experience working in a customer service setting
Desirable
- Relevant experience working in a multi- disciplinary department and busy office environment
- Experience using IT room and desk booking software systems e.g. CABS or equivalent
- Experience using office procurement systems e.g. Smart Order/Oracle or equivalent
Skills, Knowledge and Abilities
Essential
- Knowledge of working in the healthcare and/or academic sector ideally in health research
- Strong planning and organisational skills including the ability to manage multiple tasks
- Ability to prioritise work and consistently meet deadlines
- Strong computer and advanced keyboard skills (proficient in use of IT systems and web-based applications, including Outlook, Microsoft Word, Excel)
- Ability to work as part of a team as well as using own initiative
- Ability to respond appropriately to research queries (listen and direct visitors and research staff to appropriate members of office staff)
- Good standard of written and oral English Language
- Good telephone manner and the ability to remain calm under pressure and cope with unanticipated demands
- Knowledge of Standard Operating Procedures with ability to provide relevant examples
- Ability to develop and maintain good working relationships with all levels of staff
- Highly professional approach to work, in particular dealing with confidential information
Desirable
- Knowledge of medical, scientific and/or research terminology and practice
- Knowledge of financial and invoice reconciliation
- An interest and an enthusiastic approach to working in a dynamic and diverse research environment
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).
