Personal Assistant to Head of Radiology and Clinical Leads

Job description

Job responsibilities

1. Manage incoming and outgoing correspondence on behalf of the Head of Radiology Services and Clinical Leads, selecting and responding to mail that does not require their attention.

2. Distribute correspondence for action within the Directorate as appropriate, on behalf of the Head of Radiology Services and Clinical Leads and monitor responses and implementation.

3. Draft and despatch letters on behalf of the Head of Radiology Services and Clinical Leads as directed. Preparing copy/audio typed documents (reports, schedules, references) and letters to an exemplary standard of presentation and accuracy.

4. Provide support to the Head of Radiology Services and Clinical Leads with the co-ordination and/or involvement of special projects and reports, including investigating and researching background information, and by managing smaller projects as directed.

5. Attend confidential or sensitive meetings to take minutes. Take responsibility for producing and disseminating those minutes as appropriate.

6. Progress chase on issues and questions referred to others to ensure that outstanding matters are resolved as speedily as possible.

7. Organise and manage the electronic diaries for the Head of Radiology Services and Clinical Leads, organising meetings internally and externally in accordance with known priorities and agreements. Send invitations via Outlook and book venues for the meetings. Organise appropriate representation from the Departmental Management Teams when the Head of Radiology Services or Clinical Leads are unable to attend.

8. Organise meetings liaising with internal and external members of staff. To use doodle poll to determine availability and confirm meeting details by email and phone.

9. Co-ordinate the monthly Departmental meetings by preparing agendas and other appropriate paperwork, including booking suitable venues, catering, liaison with delegates, and establishing room layout and audio-visual requirements.

10. To take accurate minutes in the weekly and monthly directorate / departmental meetings and distribute in a timely fashion once approved by the Chair of the meeting.

11. To receive visitors on behalf of the Head of Radiology Services and Clinical Leads.

12. Ensure the Head of Radiology Services and Clinical Leads are fully prepared for all meetings they are attending with supporting paper work and information.

13. Organise conferences, seminars, workshops, efficiently co-ordinating all the arrangements, documentation etc.

14. Manage Head of Radiology Services attendance at investigation/panel meetings for disciplinary/appeal/grievance case hearings as required, liaising with appropriate HR management.

15. Make travel and hotel arrangements for the Head of Radiology Services and Clinical Leads, as required for attendance at conferences and other work commitments. Ensure that any registration and payment required are submitted on time and confirmed with the organisation.

16. Maintain the Head of Radiology Services and Clinical Leads confidential records and filing systems to ensure the easy retrieval of information.

17. To follow up on action points discussed in the Consultant meetings chaired by the Clinical Leads.

18. Update mandatory training for the Head of Radiology Services and Clinical Leads. To organise training sessions via Training and Development department.

19. To create flow charts for the Department and format word documents of sensitive nature.

20. To maintain up to date contact lists for the Head of Radiology Services and Clinical Leads.

Office Management

1. Develop and manage all administrative systems to ensure that they are effective and efficient and support the smooth running of the Head of Radiology Services and Clinical Leads offices.

2. Provide access to Management/Consultant offices via the Intercom system.

3. To assist the Head of Radiology Services and Clinical Leads with stationary orders and office requirements.

4. Maintain all shared drives on the information systems so that material is secure, and easily retrievable by the Head of Radiology Services and Clinical Leads.

5. Design and maintain effective and secure information systems including filing, records and documentation, including highly sensitive information, on behalf of the Head of Radiology Services and Clinical Leads.

6. Receive and provide information of a complex and sensitive nature in a strictly confidential and professional manner, monitoring progress of follow-up actions to ensure timely and appropriate resolution.

7. Ensure adequate stocks and supplies of stationery and office equipment are available and to authorise expenditure within agreed parameters.

8. Monitor office facilities and domestic services to ensure that the office environment is clean, tidy and safe and that all works and repair requirements are resolved speedily.

Communications

1. To be the first point of contact for the Head of Radiology Services and Clinical Leads and prioritise queries/issues as required. Making sound judgements pertaining to matters where urgent attention is required and others that can wait.

2. Manage responses to enquiries from internal and external sources, such as Health Authorities, GPs, Agencies and other Trusts and Commercial companies.

3. Maintain up to date, accurate and comprehensive contact details for key partner organisations, e.g. such as Health Authorities, other Trusts and Commercial companies.

4. Provide any necessary liaison and communication to ensure the effective and smooth working of the Senior Management Team.

Person Specification

Extensive knowledge of electronic mail and diary management

Essential

• Some diary management and email experience

Desirable

• 2 years' experience

Previous Experience

Essential

• Extensive experience in a busy office dealing with all aspects of secretarial work
• Detailed experience as PA / Secretary at senior manager / executive / director level
• Minute taking at senior meetings
• Ability to produce letters, reports and other documents

Desirable

• Strong shorthand or minute taking speed
• Office environment supervisory role
• Experience of organising meetings, conferences and other events

Skills, knowledge and ability

Essential

• Fast and accurate typing skills
• Practical, resourceful and well-organised
• Excellent communication skills
• Ability to set up office systems
• Ability to prioritise and organise a changing workload and work systematically towards deadlines

Desirable

• Ability to collate, input and analyse data systematically and accurately
• Good understanding of the demands of a busy NHS senior management environment
• Able to deal with difficult people and to cope with confidential and sensitive information
• A flexible approach to work
• An effective and supportive team player

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Guy's and St Thomas' NHS Foundation Trust

Address

St Thomas' Hospital

Westminster Bridge Road

London

SE1 7EH

Employer's website

https://www.guysandstthomas.nhs.uk/careers/careers.aspx (Opens in a new tab)