Job summary
The role involves providing high-quality secretarial and administrative support to the Senior Management and Medical Teams within a department. Key responsibilities include managing office operations, maintaining records, coordinating meetings, and drafting correspondence. The role requires handling incoming communications, managing diaries, and organising events such as consultant meetings. The position also involves finance and resource management, including processing invoices, managing budgets, and coordinating travel arrangements when required. Additionally, the role supports HR functions by coordinating recruitment, tracking staff absences, and maintaining payroll records. Strong communication skills, attention to detail, and the ability to manage multiple tasks are essential. The position requires proactive support for departmental initiatives and maintaining a positive image of the organisation.
Main duties of the job
- Describe as concisely as possible the overall purpose of the job.
- Consider inserting a chart to show where the post sits in the organisational structure.
- To provide high level secretarial and administrative support to the DEPARTMENT/ SERVICE team.
About us
At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.
Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You'll get an experience like no other and will fast forward your career.
Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.
We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview.
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 overviews please view the Job Description attachment with the job advert.
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 overviews please view the Job Description attachment with the job advert.
Person Specification
Education/ qualifications
Essential
- Degree level or equivalent qualification.
- Team Leader / Team Manager experience and/or Team Leading qualification or equivalent.
- 'O' Levels/GCSE in English/Maths
Experience
Essential
- Previous NHS experience required
- Previous experience of holding senior administrator or senior PA post.
- Experience of leading departmental or directorate level projects (with minimal supervision)
- Experience of using own initiative to co-ordinate directorate activities
- Knowledge of hospital Patient Administration System (PAS)
Desirable
- Experience with spreadsheet and database software
- Typing speed of 65 wpm
Skills/knowledge/ abilities
Essential
- High standard of WP (Word)
- Secretarial and organisational skills
- Initiative and foresight
- Ability to cope with fluctuating volume of work
Desirable
- Experience of working to a Director
- Advanced experience of Microsoft project management
Person Specification
Education/ qualifications
Essential
- Degree level or equivalent qualification.
- Team Leader / Team Manager experience and/or Team Leading qualification or equivalent.
- 'O' Levels/GCSE in English/Maths
Experience
Essential
- Previous NHS experience required
- Previous experience of holding senior administrator or senior PA post.
- Experience of leading departmental or directorate level projects (with minimal supervision)
- Experience of using own initiative to co-ordinate directorate activities
- Knowledge of hospital Patient Administration System (PAS)
Desirable
- Experience with spreadsheet and database software
- Typing speed of 65 wpm
Skills/knowledge/ abilities
Essential
- High standard of WP (Word)
- Secretarial and organisational skills
- Initiative and foresight
- Ability to cope with fluctuating volume of work
Desirable
- Experience of working to a Director
- Advanced experience of Microsoft project management
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).
