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 Assistant Business Manager/CEO Diary Manager is a pivotal role in the new Cancer & Surgery Clinical Group. The post holder is responsible for providing high quality, efficient and proactive diary management, and high-level administrative and secretarial support to the Clinical Group Chief Executive and Medical team to enable them to fulfil their roles effectively. They will be a key point of contact for the Chief Executive, and must be highly organised and proactive in approach, able to work effectively under pressure and at pace, and able to work in a collegiate and positive way with staff at all levels. Main duties of the job Complex diary management to ensure that the Chief Executive’s time is used strategically, efficiently and to best Planning and arranging corporate meetings and events with internal and external stakeholders, and working collaboratively with colleagues to schedule Maintaining an effective administrative system within the Chief Executive’s Private Office Maintaining the manual and electronic filing systems and support with IT Along with the CEO Business Manager, ensuring the smooth running of the office of the Chief Where appropriate, supporting and deputising for the Corporate Secretary & CEO Business Manager, which includes monitoring the email inbox of the Chief Executive; ensuring annual leave and sickness is managed in line with Trust policy; attending meetings when the CEO Business Manager is not available and other adhoc duties The post holder will be required to exercise independent judgement and initiative when dealing with queries, and will also be expected to work with minimum supervision. They must act in a professional manner at all times, and maintain The post holder will carry out their duties in such a way as to make a direct and positive contribution to the department Working for our organisation CANCER AND SURGERY CLINICAL GROUP The Cancer and Surgery Clinical Group was formed in 2021 and consists of seven Directorates with a budget of c.£500 million; Oncology, Surgical Oncology, Haematology, Gastrointestinal Medicine and Surgery, Surgery, Theatres, Anaesthesia and Perioperative, Transplant, Renal and Urology. We are focused on delivery of services to the local population of South East London but also provide a large number of specialist services across the SE of England. We currently have the largest robotic surgery programme in the UK; oversee the largest theatre complex in the NHS and our endoscopy service is JAG accredited. We are one of the largest cancer centres in the UK, hosting diagnostic pathways, as well as delivering chemotherapy, radiotherapy and surgical treatments across our two cancer centres. We are constantly innovating with strong industry, academic and charitable partnerships and an ambitious strategy to continue to develop as a world class cancer centre. We have a strong workforce of c.3,300 staff and we consider our people to be the most important to the delivery of our services. We are committed to achieving an inclusive culture where our staff feel valued and have opportunities to develop. We are proud of our achievements and hold high ambitions to continually improve so our patients receive the best possible care. Detailed job description and main responsibilities Diary Management • Proactively and strategically manage the diary of the Chief Executive by ensuring there are no clashes, prioritising appointments appropriately so the Chief Executive is able to utilise their time effectively. • Develop and maintain a schedule for the Chief Executive to ensure they meet their commitments in a timely manner, ensuring the schedule meets with their priorities and responsibilities (including, for example, relevant 1:1s with direct reports and regular meetings with key stakeholders) and factors in travel time and the wellbeing of the Chief Executive. • Identify and prioritise urgent and / or significant meetings, seeking input from the CEO Business Manager and Directors where appropriate. • Manage key relationships with stakeholders, including incorporating regular slots for the Chief Executive to spend time with clinical and corporate teams across the group. Manage relationships and engage with colleagues at all levels including with the government, public, private, health and academic institutions and organisations. • Develop and maintain a database of key local, regional and national stakeholders and the contact details for their offices. • Ensure diary invitations and relevant papers for meetings are circulated to attendees in a timely way. • Take the lead on arranging senior level meetings and corporate events for the Chief Executive’s team, working with the Executive Assistants to schedule sessions as required. • Plan and co-ordinate diary events such as Royal, Ministerial and other high level visits/Board and other away days, meetings and conferences. • Organise all travel arrangements, room bookings/venues for the Chief Executive including ensuring the necessary virtual communication facilities are available (MS Teams, Video links etc). • Organise international and national travel and accommodation arrangements for the Chief Executive and accompanying colleagues. • Deal with invitations received by email, post and telephone to ensure the Clinical Group is appropriately represented at meetings and events in the short, medium and longer term. • Participate in weekly diary meetings with the Chief Executive and CEO Business Manager (and others as necessary) ensuring that appropriate briefings are commissioned to support meetings and events. Email inbox management • Proactively manage the email inbox for the Medical Director and cover for the CEO Business Manager the email inbox of the Chief Executive, when required, ensuring that incoming items are actioned, flagged, escalated and logged in a timely way. • Monitoring progress of follow-up action to ensure responses are made on time and that completion is satisfactory. • Ensure that routine correspondence in the inbox is managed in such a way as to enable the Executives to focus on those items which require their direct / personal engagement and responding to mail that does not require the Chief Executive’s personal attention. Prepare acknowledgements and responses to emails, including replies under own signature. • Develop and maintain an effective “bring forward” system to ensure all relevant paperwork and information is available when required and ensure the Chief Executive is fully briefed with appropriate documentation when attending Trust and external meetings/functions. Governance Committee’s • Undertake all planning & support activities required in respect of senior level committees that the Chief Executive chairs, including: • Preparing agendas and taking minutes, producing these to a high standard and in a timely manner. • Ensure collation of reports & papers are received within time, and shared ahead of the meeting. • Follow up agreed actions with owners as appropriate. • Ensure correct documentation and filing for committee documents. Corporate & Operational Management • Generate Purchase Orders against the Chief Executive’s cost centre. This includes raising, tracking and processing requisitions and receipting invoices against the Trust’s financial management system. Authorised signatory up to £5,000. • Process the Chief Executive’s expense claims for signature and payment. • Manage, maintain and edit corporate email distribution lists for the Clinical Group, ensuring key internal and external contact information is up to date and relevant. • Day to day supervision of the Clinical Group’s Executive Assistants (Band 5), acting as a mentor offering advice and support as required. • Maintain oversight and ownership of rotas for on-site and annual leave cover across the wider team of Executive Assistants. • Maintain oversight and ownership of the collation, tracking and submission of annual leave and sickness on behalf of the Chief Executive and their team. Maintain a local log of absence in conjunction with other Executive Assistants and ensure this is reflected in diaries. • Support the CEO Business Manager with the submission and finalisation of rosters, ensuring they are submitted on time. • Draft high-quality letters and other correspondence on behalf of the Medics plus commission responses and / or content for correspondence from colleagues across the Clinical Group • Support the CEO Business Manager with maintaining an effective and central filing system for all incoming and outgoing correspondence from the office of the Group Chief Executive (including the Medical Director) with the Trust Chief Executive Office / Chairman. • Support the CEO Business Manager with systems and processes for tracking the progress of correspondence, ensuring that correspondence meets established internal SLA timescales for response. • Support projects through the development and tracking of plans and action logs on behalf of the Chief Executive. • Manage, maintain and develop business policies, processes and systems which impact across the Management Support Team and wider organisation. Representing and being an ambassador for the Chief Executive • Liaise with delegated authority on behalf of the Chief Executive with clinical and corporate groups Trust-wide, with partners and other external stakeholders including patients, public and the voluntary sector. • Act as a point of contact for patients, clinicians, internal and external stakeholders, demonstrating at all times the values of Clinical Group, and the Trust, and engaging in a way that reflects these and the priorities of the Chief Executive and wider Clinical Group. • Maintain effective communication channels across the Executive Management Team, including with the team of Executive Assistants. General • Receive and process complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory. • Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person. • Being highly efficient and proactive in approach, able to work in a collegiate and positive way with staff at all levels, and able to work effectively under pressure and at pace. • Advanced use of IT packages, and ability to pull and manipulate data (Microsoft Office suite, databases, dashboards and Trust IT applications). • Determine the appropriate handling for incoming and outgoing communication by exercising the highest levels of skill and judgement. • Screen incoming telephone calls for the Chief Executive, dealing them personally or directing them to the appropriate contact as necessary. Handling initial telephone contacts from patients, complainants, staff and members of the public which may be of both a highly confidential and potentially distressing nature. • Deal with and respond to all initial and routine enquiries from various sources, particularly Department of Health and Social Care, Commissioners, Members of Parliament and other NHS trusts. • Review selected web-based information resources, downloading documents or articles as required by the Chief Executive. • Progress monitoring and expediting issues of all kinds on behalf of the Chief Executive. • Undertake confidential tasks for the Chief Executive, commensurate with the level of the role. This job description is not an exhaustive document but is a reflection of the current position. Details and emphasis may change in line with service needs after consultation with the post holder. Person specification Qualifications / Education Essential criteria Degree and post-graduate diploma in relevant subject or equivalent relevant experience and training Evidence of continued learning/development Skills / Knowledge/ Ability Essential criteria Outstanding organisational skills and an ability to prioritise workloads to meet changing demands Highly competent in the use of ICT applications (especially Microsoft Office – Word, Excel, Powerpoint, Teams) to support efficient work activity, including the analysis, interpretation and presentation of complex information Experience of using systems for raising of requisitions and purchase orders Desirable criteria Ability to draft well written correspondence and briefing notes Previous experience Essential criteria Substantial experience of managing complex diaries for senior executives in large organisations Experience of working in a large and complex organisation in an Executive Assistant role, or similar Experience of managing email inboxes of senior executives / medics Experience of taking accurate minutes and actions of senior Executive meetings Desirable criteria Experience of working directly in support of a Chief Executive Additional Information Essential criteria To be flexible in their approach to the work, according to priorities and changing organisational systems Confident and able to work autonomously Demonstrate behaviours consistent with the Trust’s values Excellent time management skills 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 Leah Montgomery-Dye Job title CEO Business Manager Email address [email protected] Telephone number 07506127691 Additional information For more information about the role and to arrange an informal chat, please contact Leah via email ([email protected]) prior to 28th September 2023.