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Job description

An exciting opportunity has arisen for an experienced administrator and personal assistant to provide Executive Assistance to the Executive team within Integrated and Specialist Medicine. The role will support the Senior Business Manager and Directors of Operations and Partnerships in delivering an effective business across a varied portfolio of work. The post holder will be responsible for facilitating comprehensive business support; including delegated responsibility for specific areas of work, as well as clinical group executive support. The role will also provide a comprehensive administrative function to ensure delivery of the service.

We are looking for an individual with good experience in an office environment, someone who has gained significant administrative, secretarial, organisational and analytical skills, as well as excellent attention to detail.

We are also looking for someone who is proactive, able to handle busy workloads, manage a complex diary, work on their own initiative and prioritise, as well as being resourceful, and able to evidence a full range of excellent verbal and written communication skills.

This post reports directly to the Senior Business Manager and, in their absence, the Directors of Operations and Partnerships. A strong track-record of successful delivery is essential, as is a passionate desire to make a difference. If you believe you have the skills, enthusiasm and ambition to join our team, please get in touch.

• Co-ordination and planning of the directors’ 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 internal, external and government departments, and other healthcare related organisations.
• Developing and implementing effective systems and strategies to manage the activities, heavy workload and efficient use of time of the directors.
• Monitoring, managing and redistributing all incoming and outgoing correspondence, including post and email, with discretion for urgency and confidentiality and monitoring required actions for completion.

Guy’s and St Thomas' (GSTT) is one of the largest hospital trusts in the country. Our hospitals have a long and proud history, dating back almost 900 years, and have been at the forefront of medical progress and innovation since they were founded.

We continue to build on these traditions and have a reputation for clinical, teaching and research excellence. Royal Brompton and Harefield hospitals became part of Guy’s and St Thomas’ in February 2021, bringing together world-leading expertise and research in heart and lung disease, and we are home to the Evelina Children’s Hospital. Seewww.guysandstthomas.nhs.uk.

As an organization 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. We also have a positive approach to corporate social responsibility and are keen to engage our staff in an agenda that ranges from promoting environmental sustainability to the creation of local employment opportunities.

• Providing diary and meeting coordination support to the senior management team within the directors’ office.
• Proactive management of the directors’ inboxes, working closely with the directors to ensure urgent issues are addressed, including briefing of and delegation to appropriate members of the directors’ teams and wider senior management team.
• Providing a high level of support to meetings, including compiling agendas and taking and preparing accurate and comprehensive minutes and action logs.
• Planning and co-ordinating events such as away days and conferences.
• Organising travel and accommodation arrangements for the directors and other senior team members.
• Managing incoming and outgoing correspondence and drafting responses as necessary, including enquiries from internal and external sources, including the Department of Health, the Trust’s regulators and Clinical Commissioning Groups, the GMC, and other NHS Trusts.
• Preparing documents, presentations and speech material using the agreed formats, including materials for Trust level committees and the Board.
• Establishing and maintaining efficient tracking and filing systems and to bring forward papers for meetings/appointments etc, continually evaluating and adapting such systems as necessary.
• Providing administrative and coordination support to projects led by the directors or senior members of the management team, including support for working groups, maintaining action logs and tracking progress, and undertaking and supporting surveys and audits.