Job summary
An exciting opportunity has arisen at Broadmoor High Secure Hospital for a full-time position as Personal Assistant to the Clinical Director & Administration Team Leader.
You will be responsible for providing an accurate and comprehensive secretarial and personal assistant service to the Clinical Director to achieve a high standard of patient care. Duties will include arranging appointments for visiting professionals, organising meetings, minute taking, audio and copy typing, drafting reports and correspondence, circulating relevant documentation appropriately within agreed timescales. You will also be responsible for the line management of a team of administration staff.
Working within the administration team, applicants will need to be enthusiastic, an excellent communicator, organised and flexible in your approach to work.
We would likely to encourage applicants from a range of diverse backgrounds and would be keen to hear about how you could bring experience of diversity to your practice.
Main duties of the job
The postholder will be responsible for offering a comprehensive administrative and secretarial support to the Clinical Director of Broadmoor High Secure Hospital and his/her clinical team.
Duties will include drafting reports from collated data, diary management, arranging appointments for visiting professionals, organising meetings, minute taking, audio and copy typing of reports and correspondence, circulating relevant documentation, drafting letters, assisting with the preparation of monthly reports and general day to day administration for the Clinical Director.
The Administration Team Leaders are responsible for assisting the Head of Administration to ensure that a comprehensive day to day support service is provided within the High Secure Services CSU. This includes the management of a team of administration staff and responsibility for assisting the Head of Administration in overseeing the support framework within all key areas across the High Secure Service to ensure that all managers, consultant staff, wards and departments are supported to a high standard at all times.
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached.
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached.
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person Specification
Qualifications and Training
Essential
- Educated to GCSE level or higher (grade C or above). RSA, NVQ - Level 3 in Management and/or Administration. Degree or diploma in Management and/or Administration. Or equivalent experience.
- I.T. qualifications in Word, Excel or equivalent experience. Shorthand / speed writing qualification or working towards one.
- Proficient in the use of Microsoft Software
- Experience of organising meetings and taking minutes
- Ability to introduce and maintain efficient office systems
- Excellent organisational skills
- Excellent communication skills
Desirable
Experience
Essential
- Advanced Keyboard Skills/ I.T. skills Min. typing speed 60wpm
- Audio Typing
- Supervisory experience
- Secretarial / Administration background
- Demonstrated ability to develop "best practice" administrative systems and structures to support Business Plan.
- Demonstrated ability to sustain initiative and direction under difficult circumstances.
- Experience of working within complex teams
- Ability to work collaboratively and in partnership with other senior managers and professions.
- RiO
Desirable
- Working in a team
- Extensive administrative and secretarial experience within a forensic psychiatric setting
- Previous experience within an NHS setting.
- Working within a forensic psychiatric environment
- Procurement of goods and services for forensic services - knowledge of risk factors
- Experience of general management.
- Research and audit experience.
Knowledge
Essential
- Confidentiality
- Data Protection Act / GDPR
- A range of secretarial processes / Admin procedures
- Knowledge of H&S issues
- Proficient in Microsoft Office
- Understanding of psychiatric terminology
Desirable
- Willingness to learn and take on responsibility for other tasks.
- Understanding of mental health issues and psychiatric terminology
- Relevant short courses in business administration, Clinical Governance, Mental Health Act
Personal Qualities
Essential
- Excellent communication skills - written and verbal
- Ability to work autonomously within a team and with other disciplines.
- Audio / copy typing skills
- Accurate data entry
- Ability to work under pressure as part of a team or independently
- Organisational skills
- Good presentation/ standard of work
- Able to deal with staff, visitors and clients in a courteous and helpful manner
- Ability to work under pressure
- Able to exercise discretion and maintain confidentiality at all times.
- A flexible, enthusiastic and mature attitude.
- Adaptable to change
- Committed to team/service development and able to promote a positive image of the Service.
- Enthusiastic and willing to learn
- Proactive
- Able to communicate, negotiate and influence effectively with staff at all levels.
- Professional presentation
Desirable
- Database skills (Microsoft Access)
- Advanced Excel skills
- Microsoft PowerPoint
- Trained in the use of RiO or similar electronic patient record system
- Ability to learn new skills
- Team player
- Methodical approach to tasks.
Person Specification
Qualifications and Training
Essential
- Educated to GCSE level or higher (grade C or above). RSA, NVQ - Level 3 in Management and/or Administration. Degree or diploma in Management and/or Administration. Or equivalent experience.
- I.T. qualifications in Word, Excel or equivalent experience. Shorthand / speed writing qualification or working towards one.
- Proficient in the use of Microsoft Software
- Experience of organising meetings and taking minutes
- Ability to introduce and maintain efficient office systems
- Excellent organisational skills
- Excellent communication skills
Desirable
Experience
Essential
- Advanced Keyboard Skills/ I.T. skills Min. typing speed 60wpm
- Audio Typing
- Supervisory experience
- Secretarial / Administration background
- Demonstrated ability to develop "best practice" administrative systems and structures to support Business Plan.
- Demonstrated ability to sustain initiative and direction under difficult circumstances.
- Experience of working within complex teams
- Ability to work collaboratively and in partnership with other senior managers and professions.
- RiO
Desirable
- Working in a team
- Extensive administrative and secretarial experience within a forensic psychiatric setting
- Previous experience within an NHS setting.
- Working within a forensic psychiatric environment
- Procurement of goods and services for forensic services - knowledge of risk factors
- Experience of general management.
- Research and audit experience.
Knowledge
Essential
- Confidentiality
- Data Protection Act / GDPR
- A range of secretarial processes / Admin procedures
- Knowledge of H&S issues
- Proficient in Microsoft Office
- Understanding of psychiatric terminology
Desirable
- Willingness to learn and take on responsibility for other tasks.
- Understanding of mental health issues and psychiatric terminology
- Relevant short courses in business administration, Clinical Governance, Mental Health Act
Personal Qualities
Essential
- Excellent communication skills - written and verbal
- Ability to work autonomously within a team and with other disciplines.
- Audio / copy typing skills
- Accurate data entry
- Ability to work under pressure as part of a team or independently
- Organisational skills
- Good presentation/ standard of work
- Able to deal with staff, visitors and clients in a courteous and helpful manner
- Ability to work under pressure
- Able to exercise discretion and maintain confidentiality at all times.
- A flexible, enthusiastic and mature attitude.
- Adaptable to change
- Committed to team/service development and able to promote a positive image of the Service.
- Enthusiastic and willing to learn
- Proactive
- Able to communicate, negotiate and influence effectively with staff at all levels.
- Professional presentation
Desirable
- Database skills (Microsoft Access)
- Advanced Excel skills
- Microsoft PowerPoint
- Trained in the use of RiO or similar electronic patient record system
- Ability to learn new skills
- Team player
- Methodical approach to tasks.
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.
