Executive Assistant

2 months ago

London, United Kingdom Guy's and St Thomas' NHS Foundation Trust Full time

To provide a comprehensive Executive Assistant and PA service to the Health Innovation Network’s Executive Team. To ensure the smooth running of the office and effective internal and external liaison to contribute to the successful running of the Trust as a whole.

The position will provide direct support to the Chief Executive, Medical Director and Director of Operations, but may also involve support to other executives, including the Chief Executive, as required.

Meetings and Correspondence

Co-ordination and planning of the Medical Director and Director of Operations activities and resolving complex and conflicting commitments requiring resolution.

Project Management

Create documents and, on instruction, include complex tables, graphs etc., creating databases and Power point presentations where necessary.

Communications

Determining the appropriate handling for incoming and outgoing communication by exercising judgement.

What is the Health Innovation Network?

The HIN is the Academic Health Science Network (AHSN) for south London, one of 15 AHSNs across England. We work across a range of health and care services through each of our clinical and innovation themes, to transform care in diabetes, patient safety, mental health, cardiovascular and healthy ageing and to accelerate innovations into the NHS. AHSNs help mobilize the value that the NHS can add as an economic asset to the UK economy. As an AHSN the HIN works with a range of expert support and services across the health and care sectors that support NHS innovators and companies to realise the commercial and economic potential of their innovations.

Our Values

Brave - We encourage our teams and others to be brace with their ideas and support them to try new things.

Kind - We care about each other, the people we work with and about the health and wellbeing of south Londoners.

Open - We're open about what we do, and we share what we learn.

Different - We think differently, and we are strong because of our diverse background, talents, and experiences.

Together - We build communities and networks, we collaborate, and we connect.

Meetings and Correspondence

Co-ordination and planning of the Medical Director and Director of Operations 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 Government departments, industry partners and other healthcare related 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 Executive Team

Prepare acknowledgement letters and draft replies were required

Prepare documents, presentation and speech material using the agreed format for upcoming stakeholder meetings

Undertake audio/copy typing as and when required

Taking and preparing minutes of meetings as required.

Executive Office Co-ordination

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

Management of permanent staff and supervision of temporary office staff as applicable

Responsible for establishing, adapting, designing and maintaining information systems i.e. 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 the direct reports to the Medical Director and Director of Operations 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

Arrange and manage diaries of new HIN staff, including coordination of induction and arrange introductory meetings with internal and external consultants engaged by HIN

Provide administrative assistance for any additional senior management staff seconded to AHSN or external consultants engaged by HIN

Provide administrative assistance for the other key senior members of staff as required, when based at HIN headquarters

Coordinating administration and hospitality for events such as workshops and leadership programmes

Provide administrative support and minutes to the wider team as appropriate

To complete monthly expense accounts/travel claims for the executive

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