Job summary
Are you passionate about innovation, project management, addressing inequalities and leading on change to improve health and care outcomes for our south London population?
After a recent promotion within our team, we now have a fantastic opportunity for a creative and passionate Office Administrator to join us at the award-winning Health Innovation Network (HIN).Hosted by Guy's and St Thomas's NHS Foundation Trust, we enjoy the benefits of being NHS members of staff while focusing on innovation to improve the lives of patients and staff in the health and care sector. While this was important before, it has an even greater focus now with innovation being looked to help reduce elective care backlogs and health inequalities. The main purpose of this post is to support the IT and Corporate Support manager at the HIN with the delivery of our priority projects. Innovation is at the heart of everything we do, from delivering transformational programmes to improving patient pathways, or internally with our wide range of health and mental health wellbeing initiatives. Working at the HIN, we are based near Waterloo station/Westminster station, you could benefit from great health and wellbeing support which currently includes yoga, book club, lunchtime walks, and regular social events alongside our HIN Academy providing fantastic training.
Main duties of the job
The main responsibility of this role is to ensure the effective and efficient operation of our office on a day to day basis, creating an environment where colleagues can do their best work. They will take the lead on identifying and implementing improvements as well as solving problems and supporting staff.
Working to the IT and Corporate Support Role the postholder will also be a key part of the corporate support team, driving a culture of continuous improvement.
This role will suit someone who wants to take initiative, responds well to the unexpected, takes responsibility and enjoys being the person who helps other people work better.
Although the organisation operates a hybrid model this role will be predominantly office based.
About us
What is the Health Innovation Network?
The HIN is the Academic Health Science Network (AHSN) for south London, one of 15 AHSNs across England. We work across a range of health and care services through each of our clinical and innovation themes, to transform care in diabetes, patient safety, mental health, cardiovascular and healthy ageing and to accelerate innovations into the NHS. AHSNs help mobilize the value that the NHS can add as an economic asset to the UK economy. As an AHSN the HIN works with a range of expert support and services across the health and care sectors that support NHS innovators and companies to realise the commercial and economic potential of their innovations.
As part of the HIN adaptable working principles, which allows our ability to adapt to anticipated changes in project portfolios and gives staff the opportunity to enhance their skills and expertise, the successful candidate may be asked to operate across other themes and projects.
Our Values
Brave - We encourage our teams and others to be brace with their ideas and support them to try new things.
Kind - We care about each other, the people we work with and about the health and wellbeing of south Londoners.
Open - We're open about what we do, and we share what we learn.
Different - We think differently, and we are strong because of our diverse background, talents, and experiences.
Together - We build communities and networks, we collaborate, and we connect.
Job description
Job responsibilities
Office Management
- Manage the implementation and overall management of office systems, control processes and risk management arrangements to ensure effective delivery of service.
- Leading on links with individual teams to ensure that links between the office function and the business are maintained and developed.
- Act as the first point of contact for the Office dealing with verbal and telephone enquiries correspondence in an effective, courteous and timely manner using initiative as to appropriate action to be taken.
- Responsible for day-to-day organisation of the Office, including handling mail, maintaining adequate stationery supplies, maintaining kitchenand other facilities, room bookings and all equipment is in working order.
- Deal with the day to day operational issues and ensure that complaints are investigated and managed effectively.
- Responsible for designing processes and protocols for the administrative function. Ensure that these are reviewed continuously and recommendations are made for improvement as appropriate
Administrative
- Manage the electronic diaries (Outlook) of agreed individuals as required. This includes responding to meeting requests from other parties, setting up meetings and generally ensuring that all planned activities are practical and co-ordinated at all times. This requires frequent forward planning, attention to detail, lateral thinking, diplomacy and perseverance.
- Managing the meeting room diaries ensuring meeting rooms are used in the most effective way possible.
- Responsible for ensuring all meeting rooms are set up to meet the organisations requirements at all times.
- Provide additional and administrative service as required ensuring high levels of accuracy. Other tasks will include preparation of presentation materials as appropriate, photocopying, dealing with mail.
HR
- Providing matrix management to staff providing additional cover to the office function.
- Ensure that new and temporary members of staff receive a full induction to the organisation and are set up with IT equipment and required logins and permissions.
- Ensure that robust arrangements are in place to provide effective sickness and annual leave cover within the team, minimising agency usage.
Financial Management
- Maintain office supplies budget and co-ordinate the procurement of office supplies
- Maintain adequate stocks of stationery and order furniture/equipment, when necessary, to ensure the smooth running of the office.
- Raise requisitions across the organisation as required.
(Please see attached job description for full details)
Job description
Job responsibilities
Office Management
- Manage the implementation and overall management of office systems, control processes and risk management arrangements to ensure effective delivery of service.
- Leading on links with individual teams to ensure that links between the office function and the business are maintained and developed.
- Act as the first point of contact for the Office dealing with verbal and telephone enquiries correspondence in an effective, courteous and timely manner using initiative as to appropriate action to be taken.
- Responsible for day-to-day organisation of the Office, including handling mail, maintaining adequate stationery supplies, maintaining kitchenand other facilities, room bookings and all equipment is in working order.
- Deal with the day to day operational issues and ensure that complaints are investigated and managed effectively.
- Responsible for designing processes and protocols for the administrative function. Ensure that these are reviewed continuously and recommendations are made for improvement as appropriate
Administrative
- Manage the electronic diaries (Outlook) of agreed individuals as required. This includes responding to meeting requests from other parties, setting up meetings and generally ensuring that all planned activities are practical and co-ordinated at all times. This requires frequent forward planning, attention to detail, lateral thinking, diplomacy and perseverance.
- Managing the meeting room diaries ensuring meeting rooms are used in the most effective way possible.
- Responsible for ensuring all meeting rooms are set up to meet the organisations requirements at all times.
- Provide additional and administrative service as required ensuring high levels of accuracy. Other tasks will include preparation of presentation materials as appropriate, photocopying, dealing with mail.
HR
- Providing matrix management to staff providing additional cover to the office function.
- Ensure that new and temporary members of staff receive a full induction to the organisation and are set up with IT equipment and required logins and permissions.
- Ensure that robust arrangements are in place to provide effective sickness and annual leave cover within the team, minimising agency usage.
Financial Management
- Maintain office supplies budget and co-ordinate the procurement of office supplies
- Maintain adequate stocks of stationery and order furniture/equipment, when necessary, to ensure the smooth running of the office.
- Raise requisitions across the organisation as required.
(Please see attached job description for full details)
Person Specification
Experience
Essential
- Proven experience of managing a busy office or as a senior administrator with a significant level of responsibility.
- Proven practical experience of setting up and maintaining effective and efficient workflow and administrative systems
Skills
Essential
- Excellent organisational skills with a demonstrable ability to prioritise workload and work methodically, efficiently and accurately to meet deadlines.
- Demonstrable communication and influencing skills with the ability to remain calm, effective and efficient during difficult situations.
- Ability to show initiative and work independently where appropriate
Qualifications
Essential
- Educated to degree level or equivalent qualification or experience
Person Specification
Experience
Essential
- Proven experience of managing a busy office or as a senior administrator with a significant level of responsibility.
- Proven practical experience of setting up and maintaining effective and efficient workflow and administrative systems
Skills
Essential
- Excellent organisational skills with a demonstrable ability to prioritise workload and work methodically, efficiently and accurately to meet deadlines.
- Demonstrable communication and influencing skills with the ability to remain calm, effective and efficient during difficult situations.
- Ability to show initiative and work independently where appropriate
Qualifications
Essential
- Educated to degree level or equivalent qualification or 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.
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).
