Divisional Co-ordinator

Lewisham and Greenwich NHS Trust

This job is now closed

Job summary

PREVIOUS APPLICANTS NEED NOT APPLY

An exciting opportunity has arisen for a creative, enthusiastic and self-motivated individual to provide a comprehensive PA/administrative service to the senior leadership team within the ACS division. Reporting directly to the Divisional Director of Operations, you will need to demonstrate a high level of communication and interpersonal skills in dealing with a wide range of NHS staff and external agencies. The postholder will be expected to work independently and manage and prioritise their own workload in line with the objectives of the senior management team.

The role would suit someone from a secretarial background, or experience in a similar role with in depth knowledge of business administration systems and processes. To be successful in this challenging but rewarding role you will need to be confident working with senior level staff, you will thrive under pressure, have the drive and courage to solve problems, have proven IT experience and the ability to engage with a range of stakeholders. NHS experience is ideal but not essential.

Main duties of the job

The post holder will be expected to bring their skills, knowledge and experience to support the senior leadership team by providing an efficient, comprehensive secretarial and administrative support service.

Key responsibilities for the post holder include:

Proactive forward planning of senior leadership team priorities
Co-ordinating a key series of divisional management, governance and operational meetings. Booking of rooms and hospitality, preparing agendas, circulating papers according to an established timetable, high quality minute taking and follow up of actions
Co-ordinating and managing effective office systems including the maintenance of personal and divisional filing systems, locating and updating departmental information efficiently and effectively
Dealing with confidential and often sensitive information relating to staff and services

About us

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
Widening access (anchor institution) and employability
Improving the experience of staff with disability
Improving the EDI literacy and confidence of trust staff through training and development
Making equalities mainstream

Date posted

03 July 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum plus HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

197-UT5375-A

Job locations

University Hospital Lewisham

Lewisham High Street

London

SE13 6LH

Job description

Job responsibilities

Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Divisional Management Team (DMT).

Maintain the electronic diary for the DMT, using independent judgement to make necessary revisions and liaising with all relevant parties.

Organise refreshments/catering as and when required.

Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate lead.

To be responsible for maintaining and updating office systems including filing.

Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers, and ensuring further action is addressed.

Draft papers and electronic correspondence as requested.

Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring onwards.

Operate a bring forward system and take autonomous action in chasing outstanding issues.

In all matters to inform members of the DMT of actions taken on their behalf.

Provide minute taking for DMT meetings where appropriate.

Take responsibility for all organisational requirements for the smooth running of the Division.

Assist with the monitoring of activity within the Division and to assist the DMT to ensure targets are achieved.

To work closely with the Information Department in the introduction of improved systems and to include regular reports as appropriate.

Update electronic tracking systems such as for Annual Leave and Sickness for the Division formatting and populating databases as required.

Use and organising maintenance of pc(s), photocopier, fax machine

Ordering (electronically via SBS) equipment, stationery, uniforms etc as required by the Division

Job description

Job responsibilities

Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Divisional Management Team (DMT).

Maintain the electronic diary for the DMT, using independent judgement to make necessary revisions and liaising with all relevant parties.

Organise refreshments/catering as and when required.

Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate lead.

To be responsible for maintaining and updating office systems including filing.

Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers, and ensuring further action is addressed.

Draft papers and electronic correspondence as requested.

Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring onwards.

Operate a bring forward system and take autonomous action in chasing outstanding issues.

In all matters to inform members of the DMT of actions taken on their behalf.

Provide minute taking for DMT meetings where appropriate.

Take responsibility for all organisational requirements for the smooth running of the Division.

Assist with the monitoring of activity within the Division and to assist the DMT to ensure targets are achieved.

To work closely with the Information Department in the introduction of improved systems and to include regular reports as appropriate.

Update electronic tracking systems such as for Annual Leave and Sickness for the Division formatting and populating databases as required.

Use and organising maintenance of pc(s), photocopier, fax machine

Ordering (electronically via SBS) equipment, stationery, uniforms etc as required by the Division

Person Specification

Qualifications and Training

Essential

oBe qualified to NVQ 3 level or equivalent experience

Experience

Essential

oDetailed knowledge of administrative processes within an office environment
oSignificant experience of working within an administrative role with Personal Assistant or similar responsibilities

Desirable

oHealthcare environment experience

Knowledge and Skills

Essential

oExcellent communication and inter-personal skills. oHigh level of IT literacy, good working knowledge of Microsoft Excel, Word and PowerPoint.
oDemonstrates willingness to update skills in accordance with the needs of the service. oExperience of inputting information into databases.
oAble to work autonomously for and on behalf of the Division.

Personal Qualities

Essential

oAbility to use own initiative. oDisplays a calm, professional manner under pressure.
oWillingness to adapt to changing work patterns.

Person Specification

Qualifications and Training

Essential

oBe qualified to NVQ 3 level or equivalent experience

Experience

Essential

oDetailed knowledge of administrative processes within an office environment
oSignificant experience of working within an administrative role with Personal Assistant or similar responsibilities

Desirable

oHealthcare environment experience

Knowledge and Skills

Essential

oExcellent communication and inter-personal skills. oHigh level of IT literacy, good working knowledge of Microsoft Excel, Word and PowerPoint.
oDemonstrates willingness to update skills in accordance with the needs of the service. oExperience of inputting information into databases.
oAble to work autonomously for and on behalf of the Division.

Personal Qualities

Essential

oAbility to use own initiative. oDisplays a calm, professional manner under pressure.
oWillingness to adapt to changing work patterns.

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.