Job summary
To Provide administrative, secretarial and organisational support to the CARES+ improvement practice and the Director of Transformation to ensure the timely, effective and efficiency management of the team workload.
This role requires good organisational and time management skills using an adaptable and flexible approach.
Effective communication and interpersonal skills will be necessary to ensure the team and Trust colleagues can work fluidly and effectively together to meet a wide range of deadlines.
Main duties of the job
- Support the Director of Transformation and the Executive team to meet the planned and unplanned external deadlines of the national programme e.g Guiding Board, partner site visits, programme reviews, Executive Sensei support by acting in a co-ordinating role
- Provide administrative support for Board level meetings which includes arranging, taking minutes, development/maintenance of action logs and all relevant follow up
- Support the planning of Trust-wide Rapid Improvement Events and adjust planned activities as required as a result of changes and circumstances, supporting the team to ensure deadlines are me
- Ensure office equipment is in good working order and will be responsible for logging maintenance calls with Estates
- Take an active role in promoting a safe workplace in line with the 6S workplace standard work
About us
The Hillingdon Hospitals NHS Foundation Trust is the only acute hospital in the London Borough of Hillingdon and offers a wide range of services, including accident and emergency, inpatient care, day surgery, outpatient clinics, and maternity services. The Trust's services at Mount Vernon Hospital include routine day surgery, delivered at a modern treatment center, a minor injuries unit, and outpatient clinics.The safety and well-being of our patients and staff is paramount and we are making urgent improvements to address this - particularly in infection prevention and control. We are making progress by working in partnership with local GPs, charities, community services, academic partners, our local authority, neighboring hospitals, and the wider North West London Integrated care system, and ensuring that we listen and work in partnership with our local population. We are focused on ensuring that our hospitals provide high quality, safe, and compassionate care, while we drive forward with the building of the new Hillingdon Hospital.We have over 3,500 members of staff that are proud to care for nearly half a million people, with a vision to be an outstanding provider of healthcare through leading health and academic partnerships, transforming services, to provide the best care where needed.
Job description
Job responsibilities
- Provide all aspects of day to day administrative support for the improvement practice team and the Director of Transformation and Strategy
- Support with the planning of all improvement practice training, formal and informal learning or support sessions, and adjust planned activities as required as a result of changes and circumstances
- Manage and co-ordinate complex requests and unplanned commitments in an effective and organised manner
- Support the coordination and management of public and personal information; diaries and time commitments for the external partners e.g NHS Improvement Vital Signs team and partner trusts, liaising effectively and appropriately with Executive colleagues and external senior managers
Job description
Job responsibilities
- Provide all aspects of day to day administrative support for the improvement practice team and the Director of Transformation and Strategy
- Support with the planning of all improvement practice training, formal and informal learning or support sessions, and adjust planned activities as required as a result of changes and circumstances
- Manage and co-ordinate complex requests and unplanned commitments in an effective and organised manner
- Support the coordination and management of public and personal information; diaries and time commitments for the external partners e.g NHS Improvement Vital Signs team and partner trusts, liaising effectively and appropriately with Executive colleagues and external senior managers
Person Specification
Education and Qualifications
Essential
- Minimum GSCE Maths and English equivalent
- NVQ Level 4
- HNC or Diploma or equivalent
Desirable
- Administrative qualification
Skills and Ability
Essential
- Ability to manage and report on IT systems
- Ability to respond to unexpected demands
- Use of initiative and able to work unsupervised
- Effective verbal and written communication skills
Personal Qualities
Essential
- Willingness to be flexible and adaptable
- Ability to accept and manage change within boundaries of role
- Exemplary personal standards of conduct at work
- Capacity to work with colleagues at all levels
- Motivated to develop personally and professionally and support colleagues to do the same
- Uphold the Trust's CARES values at all time
Experience and Knowledge
Essential
- Knowledge and experience of Microsoft Office including Excel and Powerpoint
- Experience of Board level meeting administration
- Proven ability of working in an administrative role
Desirable
- Experience of working in a healthcare setting
- Experience of data analysis
- Experience of supporting events
Other Requirements
Essential
- Willing to undertake further training as required
Person Specification
Education and Qualifications
Essential
- Minimum GSCE Maths and English equivalent
- NVQ Level 4
- HNC or Diploma or equivalent
Desirable
- Administrative qualification
Skills and Ability
Essential
- Ability to manage and report on IT systems
- Ability to respond to unexpected demands
- Use of initiative and able to work unsupervised
- Effective verbal and written communication skills
Personal Qualities
Essential
- Willingness to be flexible and adaptable
- Ability to accept and manage change within boundaries of role
- Exemplary personal standards of conduct at work
- Capacity to work with colleagues at all levels
- Motivated to develop personally and professionally and support colleagues to do the same
- Uphold the Trust's CARES values at all time
Experience and Knowledge
Essential
- Knowledge and experience of Microsoft Office including Excel and Powerpoint
- Experience of Board level meeting administration
- Proven ability of working in an administrative role
Desirable
- Experience of working in a healthcare setting
- Experience of data analysis
- Experience of supporting events
Other Requirements
Essential
- Willing to undertake further training as required
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.
