Job summary
The successful candidate will be responsible for all aspects of Executive-level support, including but not exclusive to, diary management, minuting of high-level meetings and production of accurate, well-presented correspondence, writing high- level reports, and project management of document related activities, e.g. policy reviews and management on-call. They will line manage the 2 other Band 5 PA's in the team , ensuring smooth running of the executive office.
It is essential that the post holder has excellent keyboard, project management and communication skills and to be conversant with a range of computer packages including Excel and Word.
The successful post holder will need an in depth understanding of an Acute London teaching Hospital and system partnerships including commissioning responsibilities.
Previous experience of managing staff would be an advantage. This role suits an ambitious individual looking to develop an NHS career.
The successful candidate will be able to connect well with colleagues, build trusting relationships, internally and externally to influence positive change.
Our Trust Values Compassionate, Inclusive and Committed are very important to us, and the successful candidate will be expected to model behaviours that are aligned to them.
This is an on site role based at the Royal Free Hospital Pond Street in Hampstead.
Please note that this vacancy may close early due to high numbers of applications.
Main duties of the job
o Directly line manage 2 exec PAs at Band 5.o Responsible for dealing with all enquiries and correspondence made by post, Teams, Zoom, email or telephone, prioritising accordingly all correspondence and messages, drawing attention to any marked 'urgent' or 'high priority'.o Responsible for relaying any urgent messages/ issues immediately to the relevant Director/s or other appropriate individuals and proactively sourcing information to speed resolution.o Responsible for setting up effective and efficient systems for messages and information management.o Providing a comprehensive secretarial service to Director/s, including the word processing of reports, letters, production of presentation material and setting up effective filling systems for storage of the documentationo Ensuring all post received in the department is date stamped, actioning and drafting responses where possible.o Proactively managing and maintaining a comprehensive electronic diary management service, arranging meetings, and making appointmentso Servicing meetings, including preparation of agenda, minute taking, circulation of appropriate documentation, locating venues and arranging hospitality as required.
About us
Our trust has around 10,000 staff serving 1.6 million patients. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients. Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers' money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
IMPORTANTo Please ensure you check your Trac account regularly as this is how we will communicate with you during the shortlisting and selection processo Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address
Job description
Job responsibilities
Job responsibilities1. Communicate effectively, confidently and confidentially with all internal and external personnel, including Executive Teams, MPs, ICBs, external organisations and the wider healthcare economy, on a face-to-face basis, by telephone, letter and electronically.2. Prioritise all correspondence, emails and enquiries and ensure the Directors are made aware of matters requiring immediate attention. Where appropriate, initiate actions demonstrating a high level of judgement around confidentiality and priorities, without reference to the Directors.3. Arrange meetings, appointments, travel (local and foreign) and organise events for the Directors.4. Organise/administer Recruitment and Selections procedures, appointments, employee detail changes, notification to payroll and induction arrangements5. Administrate purchase requisitions for stock and non stock items for the Directors, operating in accordance with standing financial instructions and financial procedures
Job description
Job responsibilities
Job responsibilities1. Communicate effectively, confidently and confidentially with all internal and external personnel, including Executive Teams, MPs, ICBs, external organisations and the wider healthcare economy, on a face-to-face basis, by telephone, letter and electronically.2. Prioritise all correspondence, emails and enquiries and ensure the Directors are made aware of matters requiring immediate attention. Where appropriate, initiate actions demonstrating a high level of judgement around confidentiality and priorities, without reference to the Directors.3. Arrange meetings, appointments, travel (local and foreign) and organise events for the Directors.4. Organise/administer Recruitment and Selections procedures, appointments, employee detail changes, notification to payroll and induction arrangements5. Administrate purchase requisitions for stock and non stock items for the Directors, operating in accordance with standing financial instructions and financial procedures
Person Specification
Values and Behaviours
Essential
- Demonstrable commitment to and focus on quality, promotes high standards to consistently improve patient outcomes
- Demonstrable skill to work together to serve our community through delivering safe and excellent clinical care
- Value diversity and difference, operates with integrity and openness
- Treating others with compassion, empathy and respect
- Share information openly and effectively with patients, staff and relatives
- Works across boundaries, looks for collective success, listens, involves, respects and learns from the contribution of others
- Uses evidence to make improvements, increase efficiencies and seeks out innovation
- Actively develops themselves and others
Qualifications
Essential
- Degree level education and then experience through further training or experience to post graduate level
Knowledge and Experience
Essential
- Significant secretarial experience with demonstrable experience at director level
- Experience of working in complex situations that require analysis, interpretation, comparison of range of options including qualitative assessments to ensure compliance with a range of targets
Desirable
- Previous experience of working in the NHS
- Supervisory experience
Skills and Capabilities
Essential
- Ability to work autonomously
- Proven decision-making skills
- Advanced knowledge of Microsoft Office packages
- Customer Care skills
- Equality and Diversity - needs to have a thorough understanding of and commitment to equality of opportunity and good working relationships both in terms of day-to-day working practices.
Desirable
- Experience of dealing with difficult decisions i.e., difficult or distressed members of the public
Personal Attributes
Essential
- Used to working in a busy, highly pressurised environment
- Adaptability, flexibility and ability to cope with uncertainty
- Willing to engage with and learn from peers, other professionals and colleagues in the desire to provide or support the most appropriate interventions
- Professional calm and efficient manner
- Effective organizer/prioritisation skills
- Attention to detail
- Ability to work independently
Desirable
- Influencer and networker
- Demonstrates a strong desire to improve performance and make a difference by focusing on goals
- Highly motivated with ability to influence and inspire others
Person Specification
Values and Behaviours
Essential
- Demonstrable commitment to and focus on quality, promotes high standards to consistently improve patient outcomes
- Demonstrable skill to work together to serve our community through delivering safe and excellent clinical care
- Value diversity and difference, operates with integrity and openness
- Treating others with compassion, empathy and respect
- Share information openly and effectively with patients, staff and relatives
- Works across boundaries, looks for collective success, listens, involves, respects and learns from the contribution of others
- Uses evidence to make improvements, increase efficiencies and seeks out innovation
- Actively develops themselves and others
Qualifications
Essential
- Degree level education and then experience through further training or experience to post graduate level
Knowledge and Experience
Essential
- Significant secretarial experience with demonstrable experience at director level
- Experience of working in complex situations that require analysis, interpretation, comparison of range of options including qualitative assessments to ensure compliance with a range of targets
Desirable
- Previous experience of working in the NHS
- Supervisory experience
Skills and Capabilities
Essential
- Ability to work autonomously
- Proven decision-making skills
- Advanced knowledge of Microsoft Office packages
- Customer Care skills
- Equality and Diversity - needs to have a thorough understanding of and commitment to equality of opportunity and good working relationships both in terms of day-to-day working practices.
Desirable
- Experience of dealing with difficult decisions i.e., difficult or distressed members of the public
Personal Attributes
Essential
- Used to working in a busy, highly pressurised environment
- Adaptability, flexibility and ability to cope with uncertainty
- Willing to engage with and learn from peers, other professionals and colleagues in the desire to provide or support the most appropriate interventions
- Professional calm and efficient manner
- Effective organizer/prioritisation skills
- Attention to detail
- Ability to work independently
Desirable
- Influencer and networker
- Demonstrates a strong desire to improve performance and make a difference by focusing on goals
- Highly motivated with ability to influence and inspire others
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).
