Job summary
An exceptional opportunity for a pro-active and highly organised Executive Assistant to join the Heart, Lung and Critical Care Clinical Group at Guy's and St Thomas' NHS Foundation Trust.
This is a unique position to continue a career as Executive Assistant and dive into the health world in a dynamic organisation with award winning teams at the heart of innovation and research in the NHS,
The role is busy, varied and important, working closely with the Chief Executive of the Clinical Group to make sure their diary supports their strategic priorities. Key responsibilities include complex diary management to ensure effective use of their time, preparation of presentations, providing briefing papers and ensuring meetings are well prepared and to provide meeting support. Ultimately, you enable the the Chief Executive to optimize their time and follow-through on commitment internally and externally.
The successful candidate will have previous experience as a PA at executive level and have excellent organisational skills, ability to manage complex priorities, a high level of competency in using Microsoft Office and the ability to work under pressure, prioritise workloads and work to deadlines. Excellent communication skills, both written and verbal, are required and the postholder will have the ability to liaise with staff at all levels and work effectively as part of a team.
Main duties of the job
To provide a comprehensive Executive Assistant and PA service to the Chief Executive of the Heart, Lung and Critical Care Clinical Group, based at the Royal Brompton Hospital. To ensure the smooth running of the office and effective internal and external liaison to contribute to the successful running of the clinical group as a whole.
The position will provide full support to the Heart, Lung and Critical Care Clinical Group Chief Executive, and to the Heart, Lung and Critical Care Clinical Group Chief of Staff when required.
About us
Heart, Lung and Critical Care Clinical Group
The Heart, Lung and Critical Care Clinical Group expertise is delivered by a unique workforce that includes some of the very best clinicians currently working in the fields of cardiac, respiratory and critical care medicine. The Clinical Group operates across Harefield Hospital, Royal Brompton Hospital, St Thomas' Hospital and Guy's Hospital with 4,700 staff and an annual turnover of over £700 million.
The Clinical Group's work is underpinned by foundational research and expansive partnerships across academic and scientific networks that are virtually unrivalled in the UK and globally. Our vision for world class heart and lung and critical care services is driven by an ambition to tackle major global diseases and a determination to improve treatment for hundreds of thousands of patients.
Organisational Values:
Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand and reflect these values throughout your employment with the Trust.
The post holder will:
- Put patients first
- Take pride in what they do
- Respect others
- Strive to be the best
- Act with integrity
Our values and behaviours framework describes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet.
Job description
Job responsibilities
Meetings and Correspondence
- Co-ordination and planning of the Chief Executives activities and resolving complex and conflicting commitments requiring resolution.
- Extensive diary management. Arranging meetings and appointments via the calendar system with both external and internal personnel. This will include liaison with across the Trust, other healthcare related organisations and external organisations.
- Plan and co-ordinate diary events such as awaydays/meeting/conferences. Find suitable venues to suit number of delegates, room layout, hospitality and audio-visual requirements.
- Organise travel and accommodation arrangements for the Chief Executive and their team.
- Prepare acknowledgement letters and draft replies were required.
- Prepare documents, presentation and speech material using the agreed format for the Board.
- Undertake audio/copy typing as and when required.
- Taking and preparing minutes of meetings as required.
Office Management
- Receive and provide complex highly sensitive or contentious information in a strictly confidential and professional manner, monitoring progress of follow-up action to ensure completion is satisfactory
- Manage procurement and maintenance of appropriate office equipment and consumables.
- Match invoices to appropriate department budgets, manage and authorise payment of invoices.
- Monitor readings for the photocopier and order regular supplies of paper, toner and staples. Action any mechanical problems.
- Liaise with appropriate Trust staff to ensure office environment complies with all health and safety standards.
- Management of permanent staff and supervision of temporary office staff as applicable
- Responsible for establishing and adapting and designing and maintain information systems filing, cataloguing and documentation office systems. Comprising both paper-based and computerised documents ensuring accessibility and confidentiality of information. To include the establishment and use of databases.
- Manage and record movement of all in-coming and out-going correspondence, including links to filing system, ensuring actions are taken and tasks completed.
- To set up/maintain a working bring forward system to ensure the relevant paperwork is available when required.
- Undertake and support surveys and audits.
- Keep an accurate record of team members annual leave, sickness and other leave requirements.
- Identify the need for, and make changes to, local policies and processes in own work area and in common with others in the same role.
Communications
- Determining the appropriate handling for incoming and outgoing communication by exercising judgement.
- Screening telephone calls for the Chief Executive, directing them to the appropriate person if necessary.
- Handling of initial telephone contacts from patients, complainants, staff and members of the public.
- Deal with and respond to all initial and routine enquiries from various sources particularly, Department of Health, Strategic Health Authorities, Members of Parliament and other NHS Trusts.
- Maintain up to date, accurate and comprehensive contact details.
- Meet and greet visitors to the department in a friendly and empathetic but professional manner.
Other
- Regularly review selected web-based information resources, downloading documents or articles as required by the Chief Executive
- To provide cover for other Executive Assistants as and when necessary
Job description
Job responsibilities
Meetings and Correspondence
- Co-ordination and planning of the Chief Executives activities and resolving complex and conflicting commitments requiring resolution.
- Extensive diary management. Arranging meetings and appointments via the calendar system with both external and internal personnel. This will include liaison with across the Trust, other healthcare related organisations and external organisations.
- Plan and co-ordinate diary events such as awaydays/meeting/conferences. Find suitable venues to suit number of delegates, room layout, hospitality and audio-visual requirements.
- Organise travel and accommodation arrangements for the Chief Executive and their team.
- Prepare acknowledgement letters and draft replies were required.
- Prepare documents, presentation and speech material using the agreed format for the Board.
- Undertake audio/copy typing as and when required.
- Taking and preparing minutes of meetings as required.
Office Management
- Receive and provide complex highly sensitive or contentious information in a strictly confidential and professional manner, monitoring progress of follow-up action to ensure completion is satisfactory
- Manage procurement and maintenance of appropriate office equipment and consumables.
- Match invoices to appropriate department budgets, manage and authorise payment of invoices.
- Monitor readings for the photocopier and order regular supplies of paper, toner and staples. Action any mechanical problems.
- Liaise with appropriate Trust staff to ensure office environment complies with all health and safety standards.
- Management of permanent staff and supervision of temporary office staff as applicable
- Responsible for establishing and adapting and designing and maintain information systems filing, cataloguing and documentation office systems. Comprising both paper-based and computerised documents ensuring accessibility and confidentiality of information. To include the establishment and use of databases.
- Manage and record movement of all in-coming and out-going correspondence, including links to filing system, ensuring actions are taken and tasks completed.
- To set up/maintain a working bring forward system to ensure the relevant paperwork is available when required.
- Undertake and support surveys and audits.
- Keep an accurate record of team members annual leave, sickness and other leave requirements.
- Identify the need for, and make changes to, local policies and processes in own work area and in common with others in the same role.
Communications
- Determining the appropriate handling for incoming and outgoing communication by exercising judgement.
- Screening telephone calls for the Chief Executive, directing them to the appropriate person if necessary.
- Handling of initial telephone contacts from patients, complainants, staff and members of the public.
- Deal with and respond to all initial and routine enquiries from various sources particularly, Department of Health, Strategic Health Authorities, Members of Parliament and other NHS Trusts.
- Maintain up to date, accurate and comprehensive contact details.
- Meet and greet visitors to the department in a friendly and empathetic but professional manner.
Other
- Regularly review selected web-based information resources, downloading documents or articles as required by the Chief Executive
- To provide cover for other Executive Assistants as and when necessary
Person Specification
Education
Essential
- Management/Secretarial or equivalent relevant training/experience
Skills
Essential
- Excellent communication skills both orally and written.
- Ability to prioritise and make decisions, following clear procedures and using initiative to develop new working methods
- Advanced software skills in word, excel and PowerPoint and ability to learn other packages or databases as required.
Experience
Essential
- Experience of working under pressure, with strict deadlines and dealing with a range of complex issues, sometimes leading to conflicting priorities e.g. national and local reporting targets, managing conflicting diary appointments at senior management level to bring about a resolution.
- Extensive experience working as PA/Secretary at senior manager level/executive/board level
Person Specification
Education
Essential
- Management/Secretarial or equivalent relevant training/experience
Skills
Essential
- Excellent communication skills both orally and written.
- Ability to prioritise and make decisions, following clear procedures and using initiative to develop new working methods
- Advanced software skills in word, excel and PowerPoint and ability to learn other packages or databases as required.
Experience
Essential
- Experience of working under pressure, with strict deadlines and dealing with a range of complex issues, sometimes leading to conflicting priorities e.g. national and local reporting targets, managing conflicting diary appointments at senior management level to bring about a resolution.
- Extensive experience working as PA/Secretary at senior manager level/executive/board level
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).
