Assistant Service Manager / PA
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
The Surgery Directorate is seeking a highly motivated, exceptionally organised and detail-oriented Assistant Manager/PA to join our dynamic team. This role offers variety in that you have the opportunity to support and work directly alongside DMT members as well as support the Deputy General Manager with monitoring, evaluating, and improving the operational performance of our services.The ideal candidate will possess strong analytical skills, excellent abilities to use excel and PowerPoint packages routinely and hold experience in data management, with a commitment to enhancing patient outcomes.
The post holder will offer a high level of administration and organisation support to DMT members and Service Managers.
This role is accountable to the Deputy General Manager.
This is a unique role and opportunity for the correct candidate. The Assistant Service Manager/PA Support is a pivotal role providing executive and performance related support and input into the operational management for the directorate.
Main duties of the job
From an executive perspective the post holder manages the diaries of the General Manager, Head of Nursing and Clinical Director and provides an efficient, comprehensive and confidential administrative and organisational service to the Directorate Management team.The post holder undertakes all planning and support activities in respect of meetings, including preparation and distribution of agendas, collation of reports and papers, minute taking and production of minutes ensuring that meetings are run smoothly and efficiently and ensuring that appropriate action is taken by identified individuals as well as organising and coordinating relevant meetings and local training sessions.
From an operational perspective the post holder is responsible for pulling a number of reports (MIDAS PTL, ERS, follow up back logs and dating reports) as well as tracking both clinical and non-clinical mandatory training requirements ensuring relevant direct reports are informed of staff who are required to complete any expired training.The role requires the post holder to possess in depth knowledge and expertise in managing RTT and entails daily monitoring of performance which leads to liaising with a number of stakeholders (Service Managers and Deputy Service Managers, consultants and nursing) to support with challenges around managing performance.
Working for our organisation
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:
- Caring
- Ambitious
- Inclusive
Our values and behaviours framework describes 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.
Detailed job description and main responsibilities
Performance Monitoring and Reporting- Assist in the collection, analysis, and interpretation of performance data across various departments through Patient Tracking Lists and other performance reports, exporting to Excel, formatting and reviewing the data for accuracy and then sharing the final report with the team
- Prepare and present regular performance reports to senior management, identifying trends, risks, and areas for improvement.
- Manage large datasets to provide accurate and timely information for decision-making.
- Conduct audits and validation checks to ensure the quality and accuracy of performance data.
- Use data analysis tools to generate insights and make recommendations for service improvement.
Project Support:
- Assist in the planning, coordination, and delivery of performance improvement projects.
- Collaborate with cross-functional teams to implement initiatives that enhance efficiency and patient care.
- Monitor project progress and contribute to the preparation of reports for Senior management.
- Work closely with clinical and non-clinical teams to ensure understanding and alignment with performance objectives.
- Communicate complex data and performance issues clearly to a range of stakeholders, including those without technical expertise.
Person specification
Qualifications
Essential criteria- Educated to HNC/Equivalent Diploma/equivalent experience
- GCSE Maths & English
- Track record of significant continuous professional and management development
Previous Experience
Essential criteria- Substantial experience of working as a PA within a large complex organisation such as the NHS
- Previous experience of dealing with public/clients
- Experience of working in a multi-disciplinary team
- Experience of minute taking and servicing a committee or group
- Have significantly contributed to meeting operational objectives
- Evidence of introducing and supporting change processes
- Evidence of establishing, maintaining and consolidating effective working relationships with clinicians and multi-disciplinary teams
- Evidence of positively influencing organisational culture
- Track record of supporting the management of innovation and service improvements
- Have significantly contributed to meeting strategic objectives
- Experience of delivering services on a multi-site basis
Skills/ Knowledge/ Ability
Essential criteria- Evidence of self-motivation techniques
- Excellent IT skills, experience using the full range of Microsoft Office Suite
- Ability to work on own initiative and with minimal supervision
- Ability to develop good working relationships with colleagues at all levels
- Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines.
- Understanding of confidentiality and its application and maintenance in the workplace.
- Willingness to learn new processes and systems of work quickly.
- Must be self disciplined, reliable, trustworthy, highly motivated, enthusiastic, discrete
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.
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