Job summary
The School of Biomedical Engineering & Imaging Sciences is seeking a
highly organised individual to be
the part of the senior management team for the administration of the clinical and
research imaging services run by
the King's College London's (KCL) and Guy's and St Thomas' NHS Foundation Trust
(GSTT) PET Centre.
The post holder will report to the PET Service Manager and the School Director of Clinical & Research Imaging Operations. They will be responsible for monitoring income and expenditure, processing purchase orders and invoices, and ensuring that all PET-related activity is accounted and charged for correctly in a timely fashion. To do so, they will need to collate and maintain accurate activity and referral data for the PET clinical and research imaging services, and use these as the basis for invoicing. This will need to be done in line with the terms and KPIs specified by the NHSE PET contract, to support billing for other NHS and private provision, and in compliance with funder agreements for research studies.
They will be responsible for ensuring all contracts and SLAs are up to date, and will monitor performance against them. They will provide comparable monitoring of contracts, SLAs and purchasing mechanisms for PETs radiochemistry production facilities.
Main duties of the job
They will also be responsible for providing regular reports of activity, performance against clinical and research quality targets and other KPIs, growth, income and expenditure to the PET Service Manager and School Director of Clinical & Research Imaging Operations, and to alert them of any developing risks.
To fulfil
their duties, the successful candidate will need to deal directly with both
GSTT and other NHS hospital and university senior management and finance leads,
as well as with a wide variety of clinical and technical teams, and will be
required to access patient level details using Trust systems. They will
deputise for the PET Service Manager in a variety of performance review
meetings with GSTT. They will take on a line management role for other Grade
3-5 administrative staff within the PET Service, and will also liaise closely
with School professional services staff who are under the direction of the
School Manager.
Key qualities
required for this role are excellent organisational, financial administration
and communication skills, close attention to detail and the ability to process,
summarise and present complex information. The post-holder will also need to
demonstrate commitment to maintaining confidentiality of personal and sensitive
data at all times.
This post will be offered on an indefinite contract
This is a full-time
post, with on-site attendance at St Thomas Hospital expected.
About us
Our work includes providing a clinical PET imaging service
for >8,000 patients per year from across South-East London as well as
national referrals from other UK centres. We also support clinical and
technical research programs with collaborators from the Hospital, the Medical
School and other institutions. In partnership with Imperial College London, we
have been selected through open competition by the Medical Research Council
(MRC) as one of two initial sites for the UK Total Body PET infrastructure (National
Total Body PET Imaging Platform (NPIP, https://npip.org.uk/),
one in London and one in Scotland. Income to the School directly from provision
of these services is in excess of £10m per year via a variety of contracts and
service level agreements (SLAs), all of which have stipulated key performance
indicators (KPIs) on which payments are dependent.
Job description
Job responsibilities
-
Assist PET
Service Manager and the School Director of Clinical
& Research Imaging Operations in the administration of strategic and operational objectives in
relation to activity, performance, income and expenditure for
both clinical and research work
-
Support the PET
Service Manager in the
development and implementation of the PET Service imaging portfolio, leading
and managing systems to track activity, performance, income and
expenditure
-
Report
regularly to PET Senior Team on changes to the imaging services activity,
performance, income and expenditure, alerting them to risks and identifying ways these can be managed
and mitigated
-
Support the
PET Service quality improvement agenda by providing high quality data on
performance against KPIs and obtaining stakeholder feedback on the quality
of services
-
Advise and
supervise the PET Administrative Team, taking an active role in recruitment,
probation and performance management, recognition, capability development
and succession planning liaising closely with colleagues to ensure effective
processes and procedures
-
Lead the
administration of clinical PET imaging operations for the School, creating
an inclusive, supportive and empowering environment for staff to reach their
potential, embedding a culture of excellence
-
Establish
effective systems for monitoring activity, performance, income and
expenditure, working closely with
the clinical and research teams to ensure data are accurate, and supporting
the completion of data returns for performance and funder reviews
-
Support PET
scanning and radiochemistry services with issue and monitoring of SLAs,
service contracts, tenders and procurement documentation, purchase orders
and invoices
-
Work
closely with the procurement and finance departments to ensure compliance of
PET Centre with KCL and Government regulations.
-
Monitor and
analyse income and expenditure on a monthly basis, preparing reports for the
School Director of Clinical & Research Imaging Operations
and PET Service Manager, as required
-
Ensure the
School is compliant with University and external regulations and policies in
relation to placing orders, raising purchase orders, invoices, and making
overtime payments, seeking expert advice from colleagues when necessary, and
interpreting and explaining this to staff as required
-
Work
effectively and collegiality with colleagues, establishing effective
communications and relationships, and joining professional networks and
working groups, to make a wider contribution to the School, Faculty and
University
-
Forge
relationships with key partners and stakeholders including Kings partnering
NHS Trusts and acting as the primary PET contact for internal and external
partners in relation to administration of the PET imaging services
-
Maintain a
good working knowledge of Trust IT systems, including EPIC, and PET admin
governance practices, providing expert advice to admin team.
-
Facilitate
an inclusive culture and ethos across the School teams, ensuring that
Professional Services staff work in partnership with academic staff in
departments/institutes and Professional Services colleagues in the Faculty
team and functional networks.
-
Have a
strong relationship with different PET Teams (Imaging, Clinical e.g.) to
contribute at smooth running of clinical operations, providing
Administrative support when needed and facilitating problem solving in
operational emergencies.
Job description
Job responsibilities
-
Assist PET
Service Manager and the School Director of Clinical
& Research Imaging Operations in the administration of strategic and operational objectives in
relation to activity, performance, income and expenditure for
both clinical and research work
-
Support the PET
Service Manager in the
development and implementation of the PET Service imaging portfolio, leading
and managing systems to track activity, performance, income and
expenditure
-
Report
regularly to PET Senior Team on changes to the imaging services activity,
performance, income and expenditure, alerting them to risks and identifying ways these can be managed
and mitigated
-
Support the
PET Service quality improvement agenda by providing high quality data on
performance against KPIs and obtaining stakeholder feedback on the quality
of services
-
Advise and
supervise the PET Administrative Team, taking an active role in recruitment,
probation and performance management, recognition, capability development
and succession planning liaising closely with colleagues to ensure effective
processes and procedures
-
Lead the
administration of clinical PET imaging operations for the School, creating
an inclusive, supportive and empowering environment for staff to reach their
potential, embedding a culture of excellence
-
Establish
effective systems for monitoring activity, performance, income and
expenditure, working closely with
the clinical and research teams to ensure data are accurate, and supporting
the completion of data returns for performance and funder reviews
-
Support PET
scanning and radiochemistry services with issue and monitoring of SLAs,
service contracts, tenders and procurement documentation, purchase orders
and invoices
-
Work
closely with the procurement and finance departments to ensure compliance of
PET Centre with KCL and Government regulations.
-
Monitor and
analyse income and expenditure on a monthly basis, preparing reports for the
School Director of Clinical & Research Imaging Operations
and PET Service Manager, as required
-
Ensure the
School is compliant with University and external regulations and policies in
relation to placing orders, raising purchase orders, invoices, and making
overtime payments, seeking expert advice from colleagues when necessary, and
interpreting and explaining this to staff as required
-
Work
effectively and collegiality with colleagues, establishing effective
communications and relationships, and joining professional networks and
working groups, to make a wider contribution to the School, Faculty and
University
-
Forge
relationships with key partners and stakeholders including Kings partnering
NHS Trusts and acting as the primary PET contact for internal and external
partners in relation to administration of the PET imaging services
-
Maintain a
good working knowledge of Trust IT systems, including EPIC, and PET admin
governance practices, providing expert advice to admin team.
-
Facilitate
an inclusive culture and ethos across the School teams, ensuring that
Professional Services staff work in partnership with academic staff in
departments/institutes and Professional Services colleagues in the Faculty
team and functional networks.
-
Have a
strong relationship with different PET Teams (Imaging, Clinical e.g.) to
contribute at smooth running of clinical operations, providing
Administrative support when needed and facilitating problem solving in
operational emergencies.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
Desirable
- Relevant postgraduate or professional qualification
Knowledge and skills
Essential
- Proven commitment to ongoing skills development
- Proven Professional Services Skills gained within the Higher Education sector and a detailed knowledge of financial processes and system used by the NHS, University and funding bodies.
- Excellent IT skills using Word, Excel, Powerpoint, Teams
- Ability to work under pressure in a busy environment
- A commitment to team working and a culture of equality, diversity & inclusion, actively addressing areas of potential bias
- Excellent task management skills both for self and others, meeting tight deadlines
- Ability to maintain confidentiality
Desirable
- Good practical understanding of provision of imaging services
Experience
Essential
- Experience of preparing reports relating to activity, performance, income and expenditure for both clinical and research work
- Experience of using University and NHS administration and informatics systems to obtain and verify patient level data
- Experience in Line Management and performance review.
Desirable
- Experience with EPIC/Apollo systems
- Prior experience of supporting quality improvement work
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
Desirable
- Relevant postgraduate or professional qualification
Knowledge and skills
Essential
- Proven commitment to ongoing skills development
- Proven Professional Services Skills gained within the Higher Education sector and a detailed knowledge of financial processes and system used by the NHS, University and funding bodies.
- Excellent IT skills using Word, Excel, Powerpoint, Teams
- Ability to work under pressure in a busy environment
- A commitment to team working and a culture of equality, diversity & inclusion, actively addressing areas of potential bias
- Excellent task management skills both for self and others, meeting tight deadlines
- Ability to maintain confidentiality
Desirable
- Good practical understanding of provision of imaging services
Experience
Essential
- Experience of preparing reports relating to activity, performance, income and expenditure for both clinical and research work
- Experience of using University and NHS administration and informatics systems to obtain and verify patient level data
- Experience in Line Management and performance review.
Desirable
- Experience with EPIC/Apollo systems
- Prior experience of supporting quality improvement work
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.