Job summary
Personal Assistant/Admin Support, Band 4
Cross-site: Chelsea and Isleworth
We are looking for an enthusiastic and organised Personal Assistant to support the Divisional Triumvirate
The successful applicant will provide administrative support to the Divisional Director of Operations, the Divisional Director of Nursing and the Divisional Medical Director. We are looking for a proactive individual who can manage an exciting and varied workload.
You will have strong communication, both written and verbal, and will work collaboratively with key stakeholders within the division. You will have excellent IT skills including a good knowledge of the Outlook system. You will have good experience of working within a team and will demonstrate the Trust values.
PLEASE NOTE VACANCY WILL CLOSE ONCE SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED
Main duties of the job
The post holder will be required to provide senior administrative support within the Planned Care Management Team in an efficient, effective and high quality manner and to act as a conduit between Directors and Senior Management and to ensure effect communication is in place at all times. The post holder will be responsible for the coordination of their workload to meet the demands of Directors and where appropriate for ensuring necessary follow up action and deadlines are met
About us
Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals,Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.
We have nearly 7,000 members of staff that are PROUD to Care for nearly one million people.Both hospitals provide full clinical services, including full maternity, emergency and children's,in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.
We're one of the best performing Trusts in the country. We're also one of the top trusts to work for -our staff says they're engaged, motivated, and would recommend us as a place to work and receive treatment.
Our Trust has been rated by the Care Quality Commission as 'Good' in all five of the main domains of safe,effective, caring, responsive and well-led, giving an us overall rating of 'Good'. We've also been awarded an'Outstanding' rating for 'use of resources' by an NHS Improvement inspection.
Our facilities are some of the best in the country. We have been investing significant Capital year on year in our estate.We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminsterand are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.
Job description
Job responsibilities
- To provide administrative support as required, including the production of routine correspondence, typing, data input and maintenance of a confidential, effective and efficient filing and retrieval system.
- To manage Directors diaries looking after meeting bookings and transport arrangement as required, using Outlook to maintain dairies and meeting management.
- To cross-cover for colleagues in the Corporate Office and to assist the other Administrators as and when required.
- To supervise and support team administrators and any other temporary or bank staff working within the department.
- To be proactive in managing a varied workload including efficient time management, prioritization, and achievement of daily, weekly and monthly tasks.
- Respond to all queries into the office in a timely and professional manner, initiating actions and follow ups and reporting progress as appropriate, using judgement to ensure that messages and actions are prioritized and brought to the attention of the directors
- To act as an interface between the team and their key contacts both internal and external, answering calls, taking messages, arranging meetings. These contacts will include, but are not limited to: other members of the team, the nursing team, divisional management, site management, the patient affairs and quality teams and any of other staff. External contacts may also include other trusts, NHS England, the Care Quality Commission, Health Education North West London and numerous other organizations and individuals.
- Ensure that all stock and stationery supplies are maintained and that any goods ordered are of the best value without going outside of agreed spend.
- Assist with project work for the Directors within the Trust e.g. events.
- Recognize and respond appropriately to urgent and emergency situations.
- Collate and present documentation and reports received in a professional format as necessary.
- Responsible for initiating and follow up actions arising from various meetings.
- Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required and that complex and sensitive information is communicated with confidentiality, empathy and reassurance.
- Dealing with queries in a courteous and timely manner to ensure a speedy resolution to requests.
- To provide professional support, make internal and external appointments, facilitate the needs of those attending them and arrange catering if required.
- To be proactive in ensuring related documents are available for all meetings are required and have been circulated in preparation.
- To accurately record meeting actions, notes and minutes and to distribute accordingly.
- Correspondence management, electronic and paper, identifying and highlighting important and urgent correspondence, following through on behalf of Directors any actions required.
Managing, date stamping and logging the post if required
- Organize meeting rooms to include working facilities for on-site and cross site VC and telephone communication.
- IT usage of Excel, Word and PowerPoint for correspondence and documents.
- Understand, adhere and work independently to Trust policies, procedures and guidelines.
- To manage an effective electronic filing system and enter and maintain data as required.
- Meet and greet visitors to the offices and providing hospitality as required.
- Make effective use of email, voice-mail and electronic communication, ensuring that all are used appropriately, and responses made within accordance with corporate time scales.
- Participate in shared learning, ensuring continued professional development.
- To share in the coordination and maintenance of the smooth running of the day-to-day workings of the office, working unsupervised and maintaining own workloads.
- Take responsibility to self-educate and understand terminology and data for software packages used by the Trust as required in post. Attend training sessions as required for self-development within the remit of the packages and post.
- To undertake any other duties commensurate with the grade of the post and needs of the team
PLEASE SEE JD/PS FO FULL DUTIES OF THE ROLE
Job description
Job responsibilities
- To provide administrative support as required, including the production of routine correspondence, typing, data input and maintenance of a confidential, effective and efficient filing and retrieval system.
- To manage Directors diaries looking after meeting bookings and transport arrangement as required, using Outlook to maintain dairies and meeting management.
- To cross-cover for colleagues in the Corporate Office and to assist the other Administrators as and when required.
- To supervise and support team administrators and any other temporary or bank staff working within the department.
- To be proactive in managing a varied workload including efficient time management, prioritization, and achievement of daily, weekly and monthly tasks.
- Respond to all queries into the office in a timely and professional manner, initiating actions and follow ups and reporting progress as appropriate, using judgement to ensure that messages and actions are prioritized and brought to the attention of the directors
- To act as an interface between the team and their key contacts both internal and external, answering calls, taking messages, arranging meetings. These contacts will include, but are not limited to: other members of the team, the nursing team, divisional management, site management, the patient affairs and quality teams and any of other staff. External contacts may also include other trusts, NHS England, the Care Quality Commission, Health Education North West London and numerous other organizations and individuals.
- Ensure that all stock and stationery supplies are maintained and that any goods ordered are of the best value without going outside of agreed spend.
- Assist with project work for the Directors within the Trust e.g. events.
- Recognize and respond appropriately to urgent and emergency situations.
- Collate and present documentation and reports received in a professional format as necessary.
- Responsible for initiating and follow up actions arising from various meetings.
- Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required and that complex and sensitive information is communicated with confidentiality, empathy and reassurance.
- Dealing with queries in a courteous and timely manner to ensure a speedy resolution to requests.
- To provide professional support, make internal and external appointments, facilitate the needs of those attending them and arrange catering if required.
- To be proactive in ensuring related documents are available for all meetings are required and have been circulated in preparation.
- To accurately record meeting actions, notes and minutes and to distribute accordingly.
- Correspondence management, electronic and paper, identifying and highlighting important and urgent correspondence, following through on behalf of Directors any actions required.
Managing, date stamping and logging the post if required
- Organize meeting rooms to include working facilities for on-site and cross site VC and telephone communication.
- IT usage of Excel, Word and PowerPoint for correspondence and documents.
- Understand, adhere and work independently to Trust policies, procedures and guidelines.
- To manage an effective electronic filing system and enter and maintain data as required.
- Meet and greet visitors to the offices and providing hospitality as required.
- Make effective use of email, voice-mail and electronic communication, ensuring that all are used appropriately, and responses made within accordance with corporate time scales.
- Participate in shared learning, ensuring continued professional development.
- To share in the coordination and maintenance of the smooth running of the day-to-day workings of the office, working unsupervised and maintaining own workloads.
- Take responsibility to self-educate and understand terminology and data for software packages used by the Trust as required in post. Attend training sessions as required for self-development within the remit of the packages and post.
- To undertake any other duties commensurate with the grade of the post and needs of the team
PLEASE SEE JD/PS FO FULL DUTIES OF THE ROLE
Person Specification
Education and Qualifications
Essential
- Educated to A level, NVQ Level 3 in Business and Administration or equivalent experience.
- English and Mathematics GCSE or equivalent
Desirable
- Qualification in Management such as First Line Managers up to certificate level.
Experience
Essential
- Proven experience of dealing with complex telephone calls
- Demonstrable experience of working in an administrative role in a busy office environment
- Communicating with members of the public
- Experience of working in a team
- Demonstrable experience of working within customer-driven service and working to strict targets
- Working in NHS or other similar health care environment
- Experience of supervising staff
Desirable
- Experience of working with management and the general public
- Experience of working with a wide range of people
Skills and Knowledge
Essential
- To have a flexible approach to work and be able to use own initiative
- Able to demonstrate sensitivity and empathy, particularly in difficult situations
- Competent working knowledge of windows based computer systems (Word, Excel, PowerPoint, Outlook)
- Ability to prioritize workload effectively and meet competing demands
- Willing to learn new systems
- Able to explain procedures and policy to other staff
- Knowledge of filing systems and ability to file accurately and pay attention to detail
- Excellent communication skills both written and verbal
Desirable
- Familiarity with written communications
Person Specification
Education and Qualifications
Essential
- Educated to A level, NVQ Level 3 in Business and Administration or equivalent experience.
- English and Mathematics GCSE or equivalent
Desirable
- Qualification in Management such as First Line Managers up to certificate level.
Experience
Essential
- Proven experience of dealing with complex telephone calls
- Demonstrable experience of working in an administrative role in a busy office environment
- Communicating with members of the public
- Experience of working in a team
- Demonstrable experience of working within customer-driven service and working to strict targets
- Working in NHS or other similar health care environment
- Experience of supervising staff
Desirable
- Experience of working with management and the general public
- Experience of working with a wide range of people
Skills and Knowledge
Essential
- To have a flexible approach to work and be able to use own initiative
- Able to demonstrate sensitivity and empathy, particularly in difficult situations
- Competent working knowledge of windows based computer systems (Word, Excel, PowerPoint, Outlook)
- Ability to prioritize workload effectively and meet competing demands
- Willing to learn new systems
- Able to explain procedures and policy to other staff
- Knowledge of filing systems and ability to file accurately and pay attention to detail
- Excellent communication skills both written and verbal
Desirable
- Familiarity with written communications
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.