Executive Assistant

3 months ago

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

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.

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.

Heart, Lung and Critical Care Clinical Group

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.

**Organisational Values**:
Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand and reflect these values throughout your employment with the Trust.

**The post holder will**:
Put patients first

Take pride in what they do

Respect others

Strive to be the best

Act with integrity

Our values and behaviours framewor k d escribes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet.

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

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