Job summary
The role of Executive Assistant to the Group Chief Executive and Chairman is a critical role within the organisation. The Group Chief Executive and Chairman are responsible for leading and managing the Trust, and their Executive Assistants are vital in supporting them in their roles, to lead and manage effectively. You will be an ambassador for their office, and represent them in your duties and stakeholder management.
Main duties of the job
The role is responsible for providing high quality, proactive and efficient administrative and business management support to both the Group Chief Executive and Chairman. The role includes being responsible for managing the diary. In doing so, you will exercise extensive autonomy, taking a proactive approach to organising meetings, working closely with a range of internal and external stakeholders. This will frequently demand juggling multiple commitments, prioritising, making informed judgements and understanding the needs and priorities of your Executive in order to make the most effective use of their time.
About us
St George s, Epsom and St Helier University Hospitals and Health Group is a new hospital group, comprising St George s University Hospitals NHS Foundation Trust (SGUH) and Epsom and St Helier University Hospitals NHS Trust, which includes Epsom Health and Care and Surrey Downs Health and Care. Sharing a single Chairman, Chief Executive and Executive team, the GESH Group is one of the largest healthcare providers in the country, with a combined annual turnover of around £1.5 billion, 16,000 staff, and serving a population of approximately 3.5 million people across South West London, Surrey, Sussex and beyond. The GESH Group provides a full range of local hospital services across its sites at St George s Hospital in Tooting, Queen Mary Hospital in Roehampton, Epsom Hospital and St Helier Hospital, and provides a range of specialist services from St Georges.
Job description
Job responsibilities
This role involves making sure that the Group Chief Executive and Chairman have everything they need to be well prepared for their meetings, where necessary commissioning briefing, papers or other materials. You will deal with incoming correspondence, including assisting in the management of emails, maintain an effective electronic and, where necessary, hard copy filing system, and manage their electronic reading room applications. You will be responsible for managing incoming enquiries or complaints for the Group Chief Executive and Chairmans office, where appropriate. The role involves high levels of responsibility. You will provide support across a range of complex and sometimes high-profile issues. As such, you will need to be able to maintain confidentiality at all times and act with appropriate discretion.
You will also work as part of a wider team of Executive Assistants in providing coordinated cover across the Executive Director team. You will be line managed by the Business Manager to the Group Chief Executive and will report to the Chief Corporate Affairs Officer who is responsible for EA support. Day-to-day, however, you will work closely with your Executives, ensuring that they receive first class administrative and business management support.
The following list of duties and responsibilities represents the broad range of tasks which an Executive Assistant may be required to undertake either routinely or periodically but does not represent an exhaustive list. Other duties and responsibilities may be reasonably expected in line with the grade and seniority of the role and may include responsibilities not normally covered on a day to day basis. Details and emphasis of duties and responsibilities may change in line with service needs after consultation with the post holder.
Professional:
- Provide a comprehensive personal administrative service to the Group Chief Executive and Chairman, and as required to other members of the Executive Team including the coordination of diaries, meetings, minute taking and preparation of meeting papers, filing, correspondence and maintenance of shared electronic records.
- Work closely with the Group Chief Executive and Chairman to support the prioritisation and planning of their workloads and ensuring they receive appropriate and thorough information in a timely fashion.
- Ensure competent and accurate preparation of letters, reports, documents and presentations.
- Ensure effective systems are in place to manage and prioritise correspondence and / or complaints to and from the office, including timely responses and acknowledgments.
- Arrange meetings, drafting agendas, preparing and circulating papers, taking minutes and maintaining reporting schedules.
- Provide accurate analysis and produce appropriate documentation for any project work undertaken, operating to an agreed timescale.
- Communicate courteously and sensitively with a wide range of internal and external stakeholders, acting as an ambassador for the Group Chief Executive and Chairman.
- Maintain an awareness of developments and new NHS initiatives which impact upon responsibilities.
- Deal with diverse and complex issues, acting on own initiative in problem solving and crisis resolution, ensuring that problems are resolved diplomatically. Proactively review workload and flag where conflict may arise.
- Work under minimum supervision, and at pace, assisting other members of the Executive Support Team, sharing workload and providing cover for leave or other absences where necessary. Provide supervision of and guidance to junior and temporary support staff.
- Maintain the highest standards of confidentiality when dealing with sensitive information including information relating to patients or staff.
- Prioritise own workload, resolving conflicting diary appointments. Exercise judgement when dealing with senior management or external contacts.
- Carry out other reasonable duties that may be requested by the Executive Officer/Director or Non-Executive Directors, Group Chief Corporate Affairs Officer (Company Secretary), or Senior Business Manager to the Group Chief Executive and Chairman leader to ensure an efficient and effective service.
Other duties
- To have responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirement of the Health and Safety Regulations.
- To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments.
- To work in accordance with Equality and Diversity policies to eliminate unlawful discrimination in relation to employment and service delivery.
- To promote at all times equal opportunities for staff and patients in accordance with the policies to ensure that no person receives less favourable treatment than another
- on the grounds of: age; disability; marriage and civil partnership; pregnancy and maternity; race (ethnicity); religion or belief; sex (gender); gender reassignment or sexual orientation.
- To ensure skills are up-to-date and relevant to the role, to follow relevant Trust policies and professional codes and to maintain registration where this is a requirement of the role.
- To undertake such duties as may be required from time to time as are consistent with the responsibilities of the grade and the needs of the service.
Job description
Job responsibilities
This role involves making sure that the Group Chief Executive and Chairman have everything they need to be well prepared for their meetings, where necessary commissioning briefing, papers or other materials. You will deal with incoming correspondence, including assisting in the management of emails, maintain an effective electronic and, where necessary, hard copy filing system, and manage their electronic reading room applications. You will be responsible for managing incoming enquiries or complaints for the Group Chief Executive and Chairmans office, where appropriate. The role involves high levels of responsibility. You will provide support across a range of complex and sometimes high-profile issues. As such, you will need to be able to maintain confidentiality at all times and act with appropriate discretion.
You will also work as part of a wider team of Executive Assistants in providing coordinated cover across the Executive Director team. You will be line managed by the Business Manager to the Group Chief Executive and will report to the Chief Corporate Affairs Officer who is responsible for EA support. Day-to-day, however, you will work closely with your Executives, ensuring that they receive first class administrative and business management support.
The following list of duties and responsibilities represents the broad range of tasks which an Executive Assistant may be required to undertake either routinely or periodically but does not represent an exhaustive list. Other duties and responsibilities may be reasonably expected in line with the grade and seniority of the role and may include responsibilities not normally covered on a day to day basis. Details and emphasis of duties and responsibilities may change in line with service needs after consultation with the post holder.
Professional:
- Provide a comprehensive personal administrative service to the Group Chief Executive and Chairman, and as required to other members of the Executive Team including the coordination of diaries, meetings, minute taking and preparation of meeting papers, filing, correspondence and maintenance of shared electronic records.
- Work closely with the Group Chief Executive and Chairman to support the prioritisation and planning of their workloads and ensuring they receive appropriate and thorough information in a timely fashion.
- Ensure competent and accurate preparation of letters, reports, documents and presentations.
- Ensure effective systems are in place to manage and prioritise correspondence and / or complaints to and from the office, including timely responses and acknowledgments.
- Arrange meetings, drafting agendas, preparing and circulating papers, taking minutes and maintaining reporting schedules.
- Provide accurate analysis and produce appropriate documentation for any project work undertaken, operating to an agreed timescale.
- Communicate courteously and sensitively with a wide range of internal and external stakeholders, acting as an ambassador for the Group Chief Executive and Chairman.
- Maintain an awareness of developments and new NHS initiatives which impact upon responsibilities.
- Deal with diverse and complex issues, acting on own initiative in problem solving and crisis resolution, ensuring that problems are resolved diplomatically. Proactively review workload and flag where conflict may arise.
- Work under minimum supervision, and at pace, assisting other members of the Executive Support Team, sharing workload and providing cover for leave or other absences where necessary. Provide supervision of and guidance to junior and temporary support staff.
- Maintain the highest standards of confidentiality when dealing with sensitive information including information relating to patients or staff.
- Prioritise own workload, resolving conflicting diary appointments. Exercise judgement when dealing with senior management or external contacts.
- Carry out other reasonable duties that may be requested by the Executive Officer/Director or Non-Executive Directors, Group Chief Corporate Affairs Officer (Company Secretary), or Senior Business Manager to the Group Chief Executive and Chairman leader to ensure an efficient and effective service.
Other duties
- To have responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirement of the Health and Safety Regulations.
- To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments.
- To work in accordance with Equality and Diversity policies to eliminate unlawful discrimination in relation to employment and service delivery.
- To promote at all times equal opportunities for staff and patients in accordance with the policies to ensure that no person receives less favourable treatment than another
- on the grounds of: age; disability; marriage and civil partnership; pregnancy and maternity; race (ethnicity); religion or belief; sex (gender); gender reassignment or sexual orientation.
- To ensure skills are up-to-date and relevant to the role, to follow relevant Trust policies and professional codes and to maintain registration where this is a requirement of the role.
- To undertake such duties as may be required from time to time as are consistent with the responsibilities of the grade and the needs of the service.
Person Specification
Degree
Essential
Desirable
- Degree
- At least 5 years of work experience
Experience
Essential
- Experience within the NHS / large public sector organisation
Person Specification
Degree
Essential
Desirable
- Degree
- At least 5 years of work experience
Experience
Essential
- Experience within the NHS / large public sector organisation
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).
