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 A job share opportunity has arisen to provide a comprehensive Executive Assistant and Personal Assistant service to the Deputy Chief Executive for three days a week. We are looking for an excellent individual who is meticulous and has extensive experience as an Executive Assistant and/ or Personal Assistant. We are looking for an enthusiastic and motivated individual, with excellent communication and organisational skills, to join our admin team to ensure the smooth running of the Deputy Chief Executive Office and effective internal and external liaison to contribute to the successful running of the Trust as a whole. The job share position will provide full support to the Deputy Chief Executive and to the Head of Deputy Chief Executive Office when required. The Executive Assistant is a pivotal role with the DCEO. The post holder is responsible for providing high quality, efficient and proactive diary management, and high-level administrative and secretarial support to the Deputy Chief Executive to enable them to fulfil their role effectively. The post holder will be a key point of contact for the Deputy 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. The post holder will be required to work alongside the other job share holder to ensure the smooth running of the Deputy Chief Executive Office. Main duties of the job The ideal candidate will be able to communicate effectively and manage a varied workload to a high standard. They will be highly proactive and personable, with the ability to work independently and part of a wider team. This is an excellent opportunity for those with excellent diary management experience. The role will include: Complex diary management to ensure that the Deputy Chief Executive’s time is used strategically and efficiently Planning and arranging corporate meetings and events with internal and external stakeholders, and working collaboratively with colleagues Maintaining an effective administrative system within the Deputy Chief Executive’s Private Office 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 confidentiality. Working for our organisation The Deputy Chief Executive has a wide portfolio of programmes and deliverables including the development, implementation, delivery and monitoring of Trust wide programmes. This includes the Trust Operating Model and the recent merger with The Royal Brompton and Harefield NHS Trust, Innovation, Improvement and Commercial work streams, Trust Major Programmes and initiatives, as well as corporate responsibilities expected of the Deputy Chief Executive in supporting the operations and strategic ambitions of the Trust. Detailed job description and main responsibilities Proactively and strategically manage the diary of the Deputy Chief Executive by ensuring there are no clashes, prioritising appointments appropriately so the Deputy Chief Executive is able to utilise their time effectively. Ensure diary invitations and relevant papers for meetings are circulated and prepared in a timely manner Organise all travel arrangements, room bookings for the Deputy Chief Executive Preparing agendas and taking minutes, producing these to a high standard and in a timely manner. Support the DCEO with maintaining an effective and central filing system for all incoming and outgoing correspondence from the Deputy Chief Executive Office Receive and process complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory. Determine the appropriate handling for incoming and outgoing communication by exercising the highest levels of skill and judgement. Monitoring progress of follow-up action to ensure responses are made on time and that completion is satisfactory Person specification Qualifications/ Education Essential criteria Degree level education or equivalent experience, knowledge and skills Management/Secretarial or equivalent relevant training/experience Previous experience Essential criteria Extensive experience working as PA/Executive Assistant 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. Desirable criteria Proven experience of organising events Experience of working in the NHS 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. 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 Ability to be flexible and adaptable and cope with frequent and unpredictable interruptions 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 Advance keyboard skills and able to type at least 50 wpm Understanding confidentiality issues when handling client data, alongside the implications of the Data Protection Act Strong attention to detail and able to produce accurate and detailed work Communication Essential criteria Excellent telephone manner Very well developed oral and listening communication skills Able to demonstrate tact and diplomacy Proven ability to handle confidential information with discretion. Personal Qualities Essential criteria Very strong interpersonal skills and the ability to build relationships with stakeholders, including internal and external partners. Able to work autonomously and as a part of the multidisciplinary team Willingness to learn and develop Able to critically appraise own work and use constructive criticism appropriately Flexible and adaptable to the needs the service Demonstrates professional integrity and honesty 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 Tymia Patterson Job title Head of Deputy Chief Executive Office Email address [email protected] Telephone number 02071887188 Additional information Please note: This vacancy may close earlier depending on the number of applications received. For informal conversations about the role, please contact Fernando Krieger at: [email protected]