Job Description
The post holder will primarily provide a high quality, comprehensive Executive Assistant and office management service to the Programme Directors, along with supporting the wider team as and when required. He/she will ensure the smooth running of the team office and effective internal and external liaisons to contribute to the successful running of the KHP Clinical Academic Partnerships as a whole.
This is a key front-line role within the programme teams which will include general administrative support, including minute taking, diary management, meetings preparation, office management and report preparation.
The post holder will be required to manage a busy workload. They will also be required to exercise initiative to a significant level within defined limits. In addition to this, they will be required to provide administrative support to other projects and emerging initiatives as required. They will play a crucial role in ensuring the smooth running of the KHP Haematology and Neurosciences programmes.
The Business Support Officer is a key role within Haematology and Neuroscience’s Clinical Academic Partnership.
The role covers a variety of areas including;
1. Meetings support and diary management
2. Administrative support and Office management
3. Financial and Human Resources Responsibilities
4. Communication
5. Project and programme co-ordination
Within the role you will with a variety of people both within the immediate team and across the NHS Trusts and Kings College University.
- Members of the KHP Haematology and Neuroscience programmes
- Members of the central King’s Health Partners teams and other KHP Clinical Academic Partnerships
- Senior managers and clinicians from across the partner organisations
- Divisional and directorate teams (clinical, managerial, academic)
- Professional services and academic partners at KCL
- Finance and procurement teams from KCL, KCH and GSTT
- Executive team assistants from all partners
We are looking for an experienced team member who will support the smooth running of the programmes and is curious to support the development of clinical academic partnerships.
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 Reach is 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 Summary
The post holder will primarily provide a high quality, comprehensive Executive Assistant and office management service to the Programme Directors, along with supporting the wider team as and when required. He/she will ensure the smooth running of the team office and effective internal and external liaisons to contribute to the successful running of the KHP Clinical Academic Partnerships as a whole.
This is a key front-line role within the programme teams which will include general administrative support, including minute taking, diary management, meetings preparation, office management and report preparation.
The post holder will be required to manage a busy workload. They will also be required to exercise initiative to a significant level within defined limits. In addition to this, they will be required to provide administrative support to other projects and emerging initiatives as required. They will play a crucial role in ensuring the smooth running of the KHP Haematology and Neurosciences programmes.
Key Relationships
Key relationships include:
- Members of the KHP Haematology and Neuroscience programmes
- Members of the central King’s Health Partners teams and other KHP Clinical Academic Partnerships
- Senior managers and clinicians from across the partner organisations
- Divisional and directorate teams (clinical, managerial, academic)
- Professional services and academic partners at KCL
- Finance and procurement teams from KCL, KCH and GSTT
- Executive team assistants from all partners
Duties & Responsibilities1. Meetings support and diary management
- Take and prepare minutes of key programme meetings, ensuring that key business decisions are correctly recorded, and progress is followed-up accordingly.
- Complex diary management, including resolution of complex and conflicting commitments.
- Arrange meetings that support the programme governance including Programme Board, Steering/Leadership Group and Quality Boards, multi-disciplinary workshops and training sessions.
- Co-ordinate meeting agendas and circulate papers for key meetings including Programme Board, Steering/Leadership Group and Quality Boards.
- Prepare documents and presentations using the agreed format for King’s Health Partners.
- Co-ordinate administration, venues and hospitality for events and liaise with speakers/participants to aid in the preparation of documents and the distribution of materials.
- Co-ordinate events/conferences which will include arranging the appropriate environment, co-ordinating the agenda and speakers and collating the evaluation of the events; co-ordinating guest list through appropriate online tools (e.g. Eventbrite).
- Manage all team travel, including booking transport and accommodation.
- Undertake a range of administrative projects as and when required.
1. Administrative support and Office management
- Arrange for ID badges, computer logins, email accounts and office equipment to be set up for any new permanent or seconded staff.
- Maintain electronic file structures within the department.
- Assist in day to day administration within the office including answering internal and external queries by e-mail and teams calls/telephone and in person visits.
- In the absence of the line manager, make decisions regarding workload priorities and use personal judgement to ensure that any problems arising are dealt with appropriately.
- Manage the Programme offices, including maintaining stationery stocks and other supplies, reporting repairs and IT faults.
- Liaise with appropriate staff to ensure the office environment complies with all health and safety standards.
- Arrange set-up and induction process for new staff including introductory meetings with key individuals.
- Take ownership of any ad hoc administrative tasks required for the programme teams.
- Provide administration support to the wider team as appropriate.
1. Financial and Human Resources Responsibilities
- Manage all programme invoices; raising, receipting and invoice processing; liaising with finance, suppliers and users on invoice queries for both the KCH and KCL systems.
- Monitor, report and support KHP Haematology and Neurosciences cost centres, both revenue and capital.
- Responsible for ordering office consumables (equipment and stationery) and monitoring all expenditure against budget.
- Completion of Healthroster (or equivalent) for all team members.
- Keep an accurate record of team member’s annual leave, sickness and other leave requirements as requested by the Programme Directors.
1. Communication
- Support with the development and formatting of programme documents, ensuring they are well presented and adhere to King’s Health Partners brand guidelines.
- Communicate with a range of internal and external groups and individuals to provide advice, guidance and often interpretation of complex business information and data requirements.
- Regularly review KHP Haematology and KHP Neuroscience web pages and social media channels to ensure these are up to date with relevant information.
- Manage and communicate business sensitive or personal information in a secure manner.
- Support the teams in the communications function by raising awareness of the programmes and their activities, through use of social media, updates in partner and KHP newsletters and in each of the programme’s regular newsletters.
1. Project and programme co-ordination
- As appropriate, support governance of the programme, working with team members to understand specific content, and tailoring style to the audience.
- Support project managers and programme staff with specific aspects of project delivery, such as patient engagement, digital communications (including social media and newsletters), and otherad-hocprojects as they arise.
- Collate relevant information/data for papers and reports.
- Co-ordinate the collection, collation and analysis of data for projects and programmes of work in order to inform and contribute to strategic planning and decision making.
- Develop and maintain accurate and up-to-date reports, including programme and project dashboards and highlight reports, and identify and escalate concerns about performance where appropriate.
Other
- Liaise with other business support officers to ensure KHP office systems are aligned.
- Identify own development needs and take responsibility for personal development.
- Attend study days and training as deemed appropriate to the grade and nature of post and to participate fully in the appraisal system.
- Deputise as necessary for other members of the Programme teams.
- Undertake any other duties not covered in this job description to ensure the smooth running of the Clinical Academic Partnerships and deemed appropriate to the post holder’s grade and level of responsibility.
- General duty of care for the health, safety and well-being of work colleagues, visitors and patients within the hospital/university.