Job summary
The post holder will provide a coordinated approach to the administrative functions and effective operational management of the office for the Patient Safety team, and engage in professional development towards the Patient Safety Officer role.
The role requires the ability to deliver comprehensive secretarial support to several Trust committees and associated steering groups ensuring that governance processes and administrative standards are adhered to. In addition to this, the post holder will be responsible for the co-ordination and scheduling of meetings as required by the team.
The post holder will have lead responsibility for ensuring that the office is well organised and efficiently run. They will be required to ensure that all relevant staff has access to the resources required and to administrative support.
Main duties of the job
- To provide comprehensive and experienced PA support to the Head of Patient Safety and the Directorate Safety Partners, utilising personal judgement to plan ahead, proactively managing and coordinating internal and external commitments to ensure the best balance and utilisation of work commitments and to field appropriate enquiries and issues on behalf of the Patient Safety Team
- To maintain the Head of Patient Safety's diary and respond to enquiries when they are away; bringing forward appropriate information in advance of deadlines and meetings and arrange meetings as required
- To resolve and respond proactively to queries on behalf of the team, including conveying messages accurately and quickly, preparing responses for correspondence, initiating follow-up action as necessary
- Provide comprehensive secretariat support to designated Trust committees and associated steering groups. This will include creating agendas and collating and circulating meetings papers in a timely manner; ensuring minutes and actions from the meetings are accurately recorded, monitored, chased and disseminated in accordance with the terms of reference for the meeting
- Coordinate meetings for the Patient Safety Team including scheduling meetings, booking appropriate rooms and resources, circulating meeting invites and relevant information and providing secretariat support to the meetings
- Support all members of the Patient Safety team with note taking in sensitive and difficult meeting
About us
GOSH is committed to recruiting the best person for the job, based solely on their ability and individual merit as measured against the criteria for the role; through a process that is fair, open, consistent and free from bias and discrimination.
We are committed to being a diverse and inclusive employer and foster a culture where all staff are valued, respected and acknowledged. All applicants will receive consideration for employment without regard to race, colour, national origin, religion, sexual orientation, gender, gender identity, age, disability status or length of time spent unemployed.
We particularly welcome applications from BAME communities, people with disabilities and/or long-term health conditions and LGBT+ community members.
We have policies and procedures in place to ensure that all applicants and employees are treated fairly and consistently. We are proud to be accredited as a Disability Confident Employer, a member of Business Disability Forum and a Stonewall Diversity Champion.
We have active and Executive supported BAME, LGBT+ and Allies, Disability and Long-Term Health Conditions and Women's staff networks. Staff networks are employee-led groups formed around interests, issues and a common bond or background. Staff network members create a positive and inclusive work environment at Great Ormond Street Hospital by actively contributing to the Trust's mission, values and efforts specific to inclusion. All of our staff networks are open to any employee.
Job description
Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents please view the attachment/s below.
Job description
Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents please view the attachment/s below.
Person Specification
GOSH Culture and Values
Essential
- Our Always values
- Experience of working as part of a diverse team.
- Experience of contributing to an inclusive workplace culture.
Academic/Professional qualification/Training
Essential
- Degree or equivalent experience in administration/management
- Evidence of continuous professional/personal development
- Secretariat qualification or significant relevant experience
Experience/Knowledge
Essential
- Substantial experience of managing a busy office
- Experience in providing PA, administrative and secretariat support in a busy office
- Ability to demonstrate understanding of and respect for confidentiality
Desirable
- Have administrated one or more large scale committee as the named administrator
- Broad understanding and experience of clinical governance and risk management
Skills/Abilities
Essential
- Exceptional communication skills, both written and verbal
- To work as part of a team, taking the lead where appropriate
- The ability to plan, prioritise and manage workload within set timescales and act autonomously
- Excellent organisation skills including effective time management and prioritising workload
- To be able to make decisions and ensure appropriate follow up
- Conflict resolution skills and the ability to manage difficult situations
- High level of computer literacy including word processing, spreadsheet and presentation software
- Excellent attention to detail and the ability to complete work with a high level of accuracy
- Able to adapt to meet changing needs as required by the service
- High standard of notes and minutes taking
Person Specification
GOSH Culture and Values
Essential
- Our Always values
- Experience of working as part of a diverse team.
- Experience of contributing to an inclusive workplace culture.
Academic/Professional qualification/Training
Essential
- Degree or equivalent experience in administration/management
- Evidence of continuous professional/personal development
- Secretariat qualification or significant relevant experience
Experience/Knowledge
Essential
- Substantial experience of managing a busy office
- Experience in providing PA, administrative and secretariat support in a busy office
- Ability to demonstrate understanding of and respect for confidentiality
Desirable
- Have administrated one or more large scale committee as the named administrator
- Broad understanding and experience of clinical governance and risk management
Skills/Abilities
Essential
- Exceptional communication skills, both written and verbal
- To work as part of a team, taking the lead where appropriate
- The ability to plan, prioritise and manage workload within set timescales and act autonomously
- Excellent organisation skills including effective time management and prioritising workload
- To be able to make decisions and ensure appropriate follow up
- Conflict resolution skills and the ability to manage difficult situations
- High level of computer literacy including word processing, spreadsheet and presentation software
- Excellent attention to detail and the ability to complete work with a high level of accuracy
- Able to adapt to meet changing needs as required by the service
- High standard of notes and minutes taking
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.
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).
Additional information
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.
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
Great Ormond Street Hospital for Children NHS Foundation Trust
Address
Great Ormond Street Hospital
Great Ormond Street
London
WC1N 3JH
Employer's website
https://www.gosh.nhs.uk/ (Opens in a new tab)
