Executive Assistant to Site Director

Executive Assistant to Site Director

The closing date is 19 January 2026

The post holder will provide high‑quality, proactive and professional administrative support to the Chief Operating Officer at Epsom and St Helier, supporting them to undertake their functions efficiently and effectively. This includes diary and e‑mail management, arranging and preparing for meetings, and financial support, ensuring that the Director’s priorities and key actions are driven forward and communicated effectively across the organisation.

• Understand the Site Director’s priorities and working style over short, medium and long term, handling complex and sensitive information and providing bespoke support as new priorities emerge.
• Proactively manage the Director’s diary and e‑mails, prioritising time and highlighting issues requiring immediate attention, tracking progress of incoming and outgoing messages.
• Plan and support all meetings: prepare agendas, take high‑quality minutes, and follow‑up on actions; handle logistics such as paper circulation, room booking, and catering.
• Create and maintain project and action trackers, updating the Director on progress and driving key projects forward with relevant teams.
• Handle administrative tasks including requisitions, purchase orders, expense processing, office stock and stationery orders.
• Provide cover for other Executive Assistants, including deputising for the Executive Assistant to the Managing Director where necessary.
• Maintain confidential and sensitive information, especially relating to patients and staff.
• Support staffing system coordination: record leave, manage recruitment/on‑boarding of direct reports, and flag any issues.
• Assist with travel, accommodation and participation in project and event management.
• Build and maintain effective working relationships with senior leadership, external stakeholders, and the broader Executive support team.
• Support the Site Director’s wider leadership team in achieving their aims and objectives.

St George’s, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George’s Hospital, one of eleven major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area;
St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary’s Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).

After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, the group will help us collaborate more closely on research, and on the development, education and training of our 17,000‑strong workforce.

At GESH we are committed to supporting flexible working arrangements. Applicants are encouraged to discuss any flexibility they may need during the recruitment process.

• Diploma‑level qualification or equivalent experience, plus experience of administrative policies and procedures up to degree level or equivalent.
• Significant previous experience as a Personal Assistant.
• Experience managing diaries of senior managers.
• Experience working with stakeholders internally and externally.
• Experience preparing agendas, taking minutes and tracking actions of meetings.
• Knowledge of online Board paper applications.

• Strong written and verbal communication skills.
• Ability to prioritise and manage multiple competing priorities.
• Advanced knowledge of IT packages such as Word, Excel and PowerPoint for presentations and document preparation.
• Knowledge of the NHS and Trust priorities.
• Knowledge of online Board paper applications.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.

St George's University Hospitals NHS Foundation Trust