Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services. Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital. Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions. Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients. In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research. We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit. Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’. The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients. We have one of the most ambitious capital investment programmes anywhere in the NHS. Job overview The role will support the Cardiovascular Directorate Management Team (DMT) in delivering an effective and efficient service. The post holder will be responsible for leading comprehensive business support across directorate. This will include delegated responsibility for specific significant areas of work, as well as general management and administrative support. We would love to hear from applicants with strong leadership qualities, along with excellent communication and organisational skills. This role is varied and challenging and will suit an individual who can perform well under pressure, whilst maintaining a full awareness of the daily operational challenges faced by the directorate team. The post holder has autonomous line management responsibility for the Information Officer to the Cardiovascular Directorate. Main duties of the job The successful candidate would need to develop strong working relationships across multiple staff groups, both internally and externally to the Trust. A knowledge of NHS IT systems would be beneficial as the role will provide administrative assistance to the directorate management team in responding to meeting requests, FOIs, complaints, provide diary management, develop processes/procedures. In addition they will support the DMT at key meetings ensuring that an accurate record is taken and action logs are completed and updated. These tasks require the ability to work to deadlines and require excellent time management skills. There is opportunity for the successful candidate to support and lead on a range of projects across the directorate. You will work collaboratively and openly with colleagues, continually representing the GSTT values in all that you do and as an individual, you will always be looking for better ways of doing things, offering creativity and pragmatism in your suggestions. Working for our organisation The Cardiovascular service at Guy’s and St Thomas’ is one of the largest in the UK and consists of three main departments: Cardiology; Cardiac Surgery; and Vascular Surgery. All three provide a wide range of services to the local population as well as providing specialist services to patients across South London and Kent. GSTT and Royal Brompton and Harefield hospitals have recently completed a formal merger, which gives us a once-in-a-generation opportunity to create a lasting centre of national and international importance devoted to the treatment of heart and lung diseases in adults and children. The Cardiovascular Directorate Management Team provides leadership to the directorate and consists of two Joint Clinical Directors, the Head of Nursing and Deputy Head of Nursing, and the General Manager and two Deputy General Managers. Detailed job description and main responsibilities Operational Management Support the Directorate Management Team in implementing Trust/NHS directives and identify, lead on and implement internal service improvements. Continuously review administrative processes and make recommendations for improvement as appropriate. This will require working autonomously to understanding and drive operating targets, budget controls and relevant HR management. Exercise delegated authority on behalf of the Directorate Management Team to resolve day to day management issues within the service. Manage the implementation and overall management of office systems, control processes and risk management arrangements to ensure effective delivery of service. Responsible as the implementation lead and the delivery management for cross-directorate Trust projects, and ensuring Trust delivery deadlines and standards are achieved. Manage the collection of data so the management and clinical staff have access to timely and accurate information on all key performance indicators. Compile reports, trend analysis from the data collected. To be able to develop and write policies and procedure within own work area. To provide a pivotal communication link within the administrative staff in the Directorate being responsible for the co-ordination of regular meetings, collating and forwarding information and arranging events as required. Staff Management Line management of the Information Officer to the Cardiovascular Directorate. Responsible for effective supervision, performance management, development and training for the administrative support staff. Provide induction training for all new members of administration team. Manage and coordinate all mandatory training for the directorate to ensure full compliance with trust compliance guidelines. Manage annual leave and sickness recording on behalf of the Directorate management team. Ensure appropriate succession planning for staff is in place supported by training and development opportunities as appropriate. Undertake fact finding and investigations on any disciplinary/grievance issues related to Directorate personnel. Secretarial/Personal Assistant duties Provide secretarial support as required. Manage incoming and outgoing correspondence on behalf of the Clinical Director, Service General Manager and Head of Nursing, selecting and responding to mail that does not require the senior teams attention. Organise and manage the Directorate Management Team’s complex diaries, organising meetings internally and externally in accordance with known priorities and agreements. Includes resolving complex and conflicting commitments requiring resolution. Organise appropriate representation when a member of the Directorate Management Team cannot attend meetings. Attend meetings to take minutes, circulate agendas and actions as required. To oversee the correct functioning of office equipment, including arranging maintenance and repairs ensuring consumables, stationery etc are ordered in a timely and cost-efficient manner. This would include signatory responsibility for requisition and authorising signature for ordering. Act as main contact for building management and facilities escalations. Coordinate meeting rooms and building access for visitors and staff. Communication Demonstrate interpersonal skills when dealing with all levels of staff across the trust using persuasion, tact and reassurance where necessary. Manage responses from internal and external sources, particularly Health Authorities, PCTs, GPs and other Trusts. To lead on improving working relationship and communication between clerical and medical staff and all other departments. Support conflict resolution from patients, staff, suppliers, other internal and external service providers and partner organisations in the service. To be able to influence, motivate and involve individuals and teams to reach necessary performance targets expectations. Maintain departmental contact lists, organisation charts and updates to the Trust website. Financial Management Authorised signatory. Manage and monitor performance of the admin office support to ensure that the service meets its financial and operating targets Monitor and control the use of agency staff to ensure expenditure within resource availability. Maintain adequate stocks of stationery and order furniture/equipment, when necessary, to ensure the smooth running of the office. Receive and record invoices, arranging authorisation, payment and dealing with supplier queries ensuring that Trust financial procedures are followed. Facilitate funding requests and donations made to the Cardiovascular Charity Fund. Person specification Qualifications/ Education Essential criteria Management/Secretarial or equivalent relevant training/experience Desirable criteria Degree level education or equivalent knowledge Previous experience Essential criteria Experience of working under pressure, with strict deadlines and dealing with a range of complex issues, sometimes leading to conflicting priorities Proven experience of organising events Desirable criteria Extensive experience working as PA/Secretary at senior manager level/executive/board level. Experience of a wide range of Trust procedures and practices Skills/Knowledge/ Ability Essential criteria Excellent organisation skills with the ability to deal with competing demands and high workloads. Ability to prioritise and make decisions, following clear procedures and using initiative to develop new working methods Advanced software skills in Microsoft Office, MS Teams, MS forms etc. and ability to learn other packages or databases as required Ability to use, edit and maintain the intranet pages and College of Healthcare pages Strong attention to detail and able to produce accurate and detailed work Desirable criteria Proficient in platforms such as Canva, Mentimeter, SurveyMonkey, MS Forms Proficient in Contensis Communication Essential criteria Ability to handle data and information in a confidential and sensitive fashion Desirable criteria Very well developed oral and listening communication skills Personal Qualities - Team work Essential criteria A commitment to the principles of equality, diversity & inclusion Able to lead and champion a client focused approach to service delivery Desirable criteria Self-motivated and able to use initiative Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. Flexible working We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process. Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Please apply for this post by clicking "Apply Online Now." Further details / informal visits contact Name Charlie Winstanley Job title General Manager Email address [email protected] Telephone number 07483407350