Personal Assistant

Central and North West London NHS Foundation Trust

This job is now closed

Job summary

The post-holder will support the Head of Clinical Transformation in the Child and Adolescent Mental Health Service (CAMHS). The post will provide an important administrative and strategic function to aid the Head of Clinical Transformation in transformative and business as usual activities at CNWL.

As this post holder is often the first point of contact to the Head of Clinical Transformation, the post holder will therefore need to have excellent interpersonal and telecommunication skills.

Main duties of the job

The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative. The ability to multi-task is also essential. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality. To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.

This is a varied and challenging post, suited to an individual with excellent interpersonal skills, the ability to work collaboratively, strong organisational skills, ability to adapt and take on new learning and a 'systems approach' to problem-solving.

About us

There's a place for you at CNWL.We're passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home. Patients are at the heart of everything we do.Providingtop quality caredepends on our ability to employ the best people.

We're always looking torecruit outstanding peoplewho will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.With adiverse culture and equally diverserange of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more - whatever stage of your career you're at, there's always a place for you at CNWL.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

Date posted

12 September 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year Per annum (pro rata if P/T)

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

333-D-MK-MH-1189-A

Job locations

Milton Keynes University Hospital

Eaglestone Clinic

Milton Keynes

MK6 5NG

Job description

Job responsibilities

To provide a comprehensive administrative service to the Head of Clinical Transformation

To be able to prepare documents by copy typing using Trust software, currently Microsoft Office Software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to;

Extensive email management, colour coding in priority, responding and delegating on behalf of Clinical Transformation Lead;

To set up, administer and maintain statistical information using spreadsheets, database or dedicated Trust information systems ensuring that all information is readily available for presentation and use on a regular basis;

To organise meetings, ensuring that agendas and papers are distributed in a timely manner and catering is organised as required;

To provide a high standard minute-taking service and minute meetings at both a corporate and local level;

To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering and ensure the effective time management for Head of Clinical Transformation

To ensure effective systems are in place to provide relevant papers to the Head of Clinical Transformation ahead of time

To take responsibility for and organise seminars, conferences, training courses or other special events, as necessary;

To organise travel arrangements where necessary;

To take responsibility for the sorting and distribution of incoming mail and documents;

To keep an up to date record detailing staff leave (annual leave, sickness, study leave and any other authorised / unauthorised absence from CNWL)

To deal with telephone calls and accurately record and pass messages appropriate, presenting a welcoming and professional image for the department and Trust; to use discretion in re-directing calls as appropriate;

To ensure that any patient/relative calls/complaints/issues made direct to the office are sensitively and appropriately dealt with and that the outcomes of these are followed-up to ensure effective resolution;

To administrate the complaints (external & CQC) process for the post holder portfolio ensuring that draft replies are received by the director 7 days before the due date;

To circulate documentation/material in an effective and rapid manner using the communications network for staff;

To ensure all work is completed to a high standard in a timely manner and that confidentiality is maintained at all times;

To provide support, where appropriate, to other staff including diary and organising meetings;

To carry out any other duties which commensurate with the grading of the post as required by the service and line management;

The post holder will be expected to familiarise him/herself and comply with all personnel policies and procedures including the Equal Opportunities Policy.

Any other secretarial or administrative duties appropriate to grade as requested by the Head of Clinical transformation;