Job summary
Are you ready to play a crucial role in the heart of our Maternity Services Directorate? As a key member of our team, you'll provide essential secretarial and administrative support, ensuring everything runs smoothly and efficiently.
Your Impact:Be the backbone by coordinating and maintaining vital documentation, information, and reporting. Take charge of scheduling and maintaining important meetings, keeping everyone on track and informed.
This is your chance to make a real difference in a vibrant and supportive environment. If you're organized, proactive, and ready to take on new challenges, we want to hear from you!
Main duties of the job
The post holder will be pivotal in providing full secretarial and administrative support to the Directorate of Maternity Services. This role includes coordinating and maintaining core documentation, information, and reporting, as well as scheduling and maintaining meetings. Additionally, the post holder will establish and maintain department personnel files for management staff and handle all administrative aspects of junior medical staff induction. As part of the personal assistant team for the Directorate of Maternity Services, the post holder will demonstrate a strong commitment to the Directorate and Trust objectives.
About us
Imagine being part of a team that not only provides top-tier healthcare to over 1.3 million patients annually but also pioneers groundbreaking medical research and innovations. At Imperial College Healthcare NHS Trust, you'll work alongside some of the brightest minds in medicine, contributing to life-changing discoveries and advancements.Partnering with Imperial College London, we host the NHSs largest biomedical research centre, translating research breakthroughs into new diagnostics and treatments. With five hospitalsSt Marys, Hammersmith, Charing Cross, Queen Charlottes & Chelsea, and Western Eyeyou'll find a wide range of specialties and career paths to explore. We are a major provider of education and training for doctors, nurses, midwives, and allied health professionals, ensuring you have access to continuous learning and development. Be at the forefront of medical technology and practices, working in state-of-the-art facilities that support your professional aspirations. Make a real difference in the lives of patients and their families, providing compassionate care and support.
Job description
Job responsibilities
The Personal Assistant will provide comprehensive secretarial and administrative support to the Directorate of Maternity Services. This role is crucial in ensuring the smooth operation of the directorate by managing core documentation, information, and reporting, as well as scheduling and maintaining meetings. The post holder will also be responsible for establishing and maintaining department personnel files for management staff and handling all administrative aspects of junior medical staff induction. As part of the personal assistant team, the post holder will demonstrate a strong commitment to the Directorate and Trust objectives.The role is based within the Maternity Services Directorate, requiring close collaboration with the Director of Midwifery and other senior management staff. The post holder will be part of a supportive team dedicated to providing high-quality care and support to patients and staff alike.Provide full secretarial and administrative support to the Directorate of Maternity Services. Coordinate and maintain core documentation, information, and reporting. Schedule and maintain meetings, ensuring all necessary arrangements are in place. Establish and maintain department personnel files for management staff. Handle all administrative aspects of junior medical staff induction. Demonstrate commitment to the Directorate and Trust objectives.
Job description
Job responsibilities
The Personal Assistant will provide comprehensive secretarial and administrative support to the Directorate of Maternity Services. This role is crucial in ensuring the smooth operation of the directorate by managing core documentation, information, and reporting, as well as scheduling and maintaining meetings. The post holder will also be responsible for establishing and maintaining department personnel files for management staff and handling all administrative aspects of junior medical staff induction. As part of the personal assistant team, the post holder will demonstrate a strong commitment to the Directorate and Trust objectives.The role is based within the Maternity Services Directorate, requiring close collaboration with the Director of Midwifery and other senior management staff. The post holder will be part of a supportive team dedicated to providing high-quality care and support to patients and staff alike.Provide full secretarial and administrative support to the Directorate of Maternity Services. Coordinate and maintain core documentation, information, and reporting. Schedule and maintain meetings, ensuring all necessary arrangements are in place. Establish and maintain department personnel files for management staff. Handle all administrative aspects of junior medical staff induction. Demonstrate commitment to the Directorate and Trust objectives.
Person Specification
Qualifications
Essential
- General Literate
- Secretarial qualification
- AMSPAR or 5 years equivalent experience acquired in a medical environment
- English oral & written
- Knowledge of Medical terminology
Experience
Essential
- 5 years Secretarial experience
- Administration experience
- Team work
- Experience in acute hospital or healthcare environment
Skills
Essential
- 55wpm typing
- Fully IT literate
- Advanced word-processing skills
- Microsoft Office Suite experience
- Audio typing
- Shorthand
- Excellent organisational skills
- Ability to act independently using initiative
- Ability to prioritise work and meet deadlines
- Excellent telephone manner
- Excellent communication skills (oral and written)
- Good interpersonal skills
Values
Essential
- Enthusiasm
- Good time keeping
- Ability to meet deadlines and
- respond to changing priorities
- Good interpersonal skills
- Team Player
- Flexible
- Adaptable
- Smart, professional appearance
- Able to work under pressure
- Self-motivated
- Use initiative and work independently
Person Specification
Qualifications
Essential
- General Literate
- Secretarial qualification
- AMSPAR or 5 years equivalent experience acquired in a medical environment
- English oral & written
- Knowledge of Medical terminology
Experience
Essential
- 5 years Secretarial experience
- Administration experience
- Team work
- Experience in acute hospital or healthcare environment
Skills
Essential
- 55wpm typing
- Fully IT literate
- Advanced word-processing skills
- Microsoft Office Suite experience
- Audio typing
- Shorthand
- Excellent organisational skills
- Ability to act independently using initiative
- Ability to prioritise work and meet deadlines
- Excellent telephone manner
- Excellent communication skills (oral and written)
- Good interpersonal skills
Values
Essential
- Enthusiasm
- Good time keeping
- Ability to meet deadlines and
- respond to changing priorities
- Good interpersonal skills
- Team Player
- Flexible
- Adaptable
- Smart, professional appearance
- Able to work under pressure
- Self-motivated
- Use initiative and work independently
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.
