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 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. Working for our organisation 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. Detailed job description and main responsibilities Meetings and Correspondence Co-ordination and planning of the Chief Executive’s 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 criteria Degree level education or equivalent experience, knowledge and skills Management/Secretarial or equivalent relevant training/experience Experience Essential criteria Extensive experience working as PA/Secretary at senior manager level/executive/board level Experience of working in a large organisation 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 Skills Essential criteria Excellent organisation skills with the ability to deal with competing demands and high workloads Excellent written skills, with the ability to communicate in a sensitive manner which includes writing letters, preparing reports and information for distribution Ability to prioritise, screen and handle calls on behalf of a senior management team. Advanced software skills in word, excel and PowerPoint and ability to learn other packages or databases as required Advanced keyboard skills and able to type at least 50 wpm Audio typing of 50wpm 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 Dan Pembroke Job title Chief of Staff Email address [email protected] Telephone number 02071887188 Additional information If you have any specific questions please feel free to contact Dan Pembroke at [email protected] We are committed to Equality, Diversity and Inclusion and ensure we have a diverse panel for all our recruitment.