St George's University Hospitals NHS Foundation Trust
The job entails leading and managing the Business Support Group to meet the needs of the Medical Physics and Clinical Engineering Department at St George's Hospital for support in the administration of office and business affairs, including commercial business matters.
The Business Support Group is responsible for administration and business functions and for providing support to meet the administrative and secretarial needs of the department, such as raising requisitions, updating data on the department database, making sure contracts are logged correctly, dealing with requests from the department's website, dealing with car rentals, interacting with external customers and suppliers, and other similar tasks which support the heads of section.
Main duties of the job
* Lead and manage the Business Support Group (4 admin staff)
* Support the department of Medical Physics and Clinical Engineering with administrative needs
* Interact with Procurement and Finance to deal with invoices, orders, and suppliers
* Help with service quotations, support bidding for tenders, and follow up with customers
* Assist in supporting the department website
* Organize professional events and courses
* Take minutes
Job responsibilities
1. Lead and manage the Business Support Group to meet the needs of the Medical Physics and Clinical Engineering Department (MPCE) for high-quality professional support in business administration and commercial affairs.
2. Manage staff of the Business Support Group so that all work responsibilities have a clearly defined person taking responsibility.
3. Set up processes to monitor and manage the performance of the Business Support Group, including remote staff, providing reports and taking action as required.
4. Ensure the competence of all staff as required for their roles, and develop staff.
5. Be a member of the departmental management team, providing information, analysis, and advice across areas of responsibility.
6. Interact with the Trust's Finance and Procurement departments to support the MPCE department's administrative and business needs.
7. Work with Procurement to add new suppliers to the Trust electronic procurement system.
8. Raise and chase the delivery of orders raised by the department.
9. Assist with the formulation of service quotations, support bidding for tenders, and follow up with customers to receive purchase orders.
10. Raise invoices and credit notes to external customers, maintain accurate records, and produce reports and analysis as required.
11. Work with Finance and the income team to add customers to the Trust system.
12. Organize departmental professional events, especially planning and arranging training courses offered by the department.
13. Chase maintenance service providers to send electronic service reports.
14. Support the department's digital marketing, including maintaining intranet and internet websites and responding to service user and customer inquiries.
15. Take minutes for multidisciplinary committees, such as the radiation safety committee and the medical devices committee.
16. Other general administrative tasks, such as rostering and managing facilities contracts for RPC.
Person Specification
Qualifications and Training
* Business Degree or qualifications and experience to take the post holder's knowledge to degree level.
* At least Grade 6 mathematics (grade B in the old system).
* At least Grade 6 English GCSE (grade B in the old system).
Skills
* Familiarity with business database systems.
* Able to use MS Excel and Word to a high standard. Ability to set up spreadsheets and extract information.
* Ability to take minutes efficiently.
* Advanced word processing skills.
Knowledge
* Knowledge of the principles and practice in the key areas of the Department's responsibilities (finance, HR, operational business & secretarial support).
Experience
* At least 3 years' in-depth experience of management support to business, administrative, and clerical work.
* Three years of responsibility for staff and resources in a customer-focused business environment.
* Experience of facilities management and commercial finance management.
* It is highly desirable that some significant part of this experience is in the NHS.
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.
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