Job summary
Central London Community Health NHS Trust (CLCH) and West London NHS Trust (WLNT) have formed a strategic partnership for sustainability and a shared Green Plan team. This role will be based at CLCH reporting to the CLCH Director of Sustainability but will have a 50:50 split of time supporting the CLCH and WLNT.
We are a supportive and friendly team with a diverse and inclusive working culture looking for an individual with a passionate commitment to providing excellence both as an individual and as a team player. A strong interest in environmental sustainability will be important. A flexible approach will also be required as the individual will be required to work at CLCH and WLNT sites.
Working relationships will be required with staff of all levels and all disciplines including Executive Directors as well as leads and experts within other organisations.
Excellent communication and people skills will be essential to carry out this role.
Main duties of the job
The role is to provide administrative and secretarial support to the Director of Sustainability and the Green Plan team. This will include diary management, minute taking, action tracking, filing, invoice management and other administrative tasks. The postholder will act as a key point of contact for queries and correspondence with the Green team.
About us
Central London Community Healthcare (CLCH) is one of the largest community healthcare organisations in London and Hertfordshire, providing our services to diverse communities/boroughs in 11 London Boroughs - Barnet, Brent, Ealing, Hammersmith & Fulham, Harrow, Hounslow, Kensington and Chelsea, Merton, Richmond, Wandsworth, Westminster - and Hertfordshire.
Just as we care about our patients' wellbeing, we care about yours!
We can offer you:
- A comprehensive induction into the community service followed by a local induction to introduce you to the role
- Single occupancy accommodation in Central London - (we can help you find accommodation in London, support you with your deposit)
- Support with gaining your driving license *T&C's apply
- Car lease scheme *T&C's apply
- Flexible working options
- Annual travel card loan
- Training, support and development in your career
To have a full look at our benefits and what it's like working for us please go here: https://www.clch.nhs.uk/job/pay-and-benefits
At CLCH we appreciate and are proud of the diversity in the communities we serve and the workforce we employ. Applications are open and welcome to anyone, regardless of your age, sexual orientation, ethnicity, religion, and disability. We are proud to say that we follow the workforce race equality standard and 28% of our senior staff (8A and above) are from a BAME background. CLCH also has active BAME and LGBTQI networks.
Job description
Job responsibilities
Provide skilled secretarial/administration support by:
- Managing the team electronic diaries, including arranging and changing appointments, prioritising these as appropriate, ensuring travel time is allocated, parking arrangements determined, maps provided and travel arrangements agreed;
- Preparing agendas, taking minutes and distributing notes of meetings including typing of group discussions and interviews as necessary;
- Updating action trackers, circulating the tracker following meetings to prompt action, reviewing and updating the tracker with the relevant lead before meetings;
- Requesting update reports from workstream/project leads;
- Dealing with queries from both NHS and partner organisations in a professional and sensitive manner, ensuring confidentiality at all times.
- Planning and ensuring arrangements are made for meetings / away days / workshops of varying sizes and determine how these functions are to be organised. This includes booking appropriate venues, equipment, refreshments if required along with items specific for the requirements of that meeting
- Developing and maintain close collaboration and co-operation with PAs/Admin teams within our partner organisations.
- Planning and organisation of own time, making decisions on prioritisation of workload
- Ordering supplies and services in line with policy on behalf of the Director of Sustainability and the wider Green team, within agreed budget;
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely;
- Taking responsibility for the shared drive ensuring that the team is able to access information as required using a robust, structured approach and maintaining document naming protocol as advised by the Director
- Managing shared work space ensuring that levels of access are managed for users, uploading key documents as advised by team members
- Where required, working with other administrators/PAs across organisations to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on occasion.
- Developing and maintaining effective working relationships with other stakeholders e.g. member GP practices, the local authority, community health providers and secondary care providers
- Providing guidance and advice on relevant policies and procedures
- Carrying out other appropriate delegated duties as required
- Maintaining confidentiality at all times.
Please refer to the attached Job Description for full list of responsibilities
Job description
Job responsibilities
Provide skilled secretarial/administration support by:
- Managing the team electronic diaries, including arranging and changing appointments, prioritising these as appropriate, ensuring travel time is allocated, parking arrangements determined, maps provided and travel arrangements agreed;
- Preparing agendas, taking minutes and distributing notes of meetings including typing of group discussions and interviews as necessary;
- Updating action trackers, circulating the tracker following meetings to prompt action, reviewing and updating the tracker with the relevant lead before meetings;
- Requesting update reports from workstream/project leads;
- Dealing with queries from both NHS and partner organisations in a professional and sensitive manner, ensuring confidentiality at all times.
- Planning and ensuring arrangements are made for meetings / away days / workshops of varying sizes and determine how these functions are to be organised. This includes booking appropriate venues, equipment, refreshments if required along with items specific for the requirements of that meeting
- Developing and maintain close collaboration and co-operation with PAs/Admin teams within our partner organisations.
- Planning and organisation of own time, making decisions on prioritisation of workload
- Ordering supplies and services in line with policy on behalf of the Director of Sustainability and the wider Green team, within agreed budget;
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely;
- Taking responsibility for the shared drive ensuring that the team is able to access information as required using a robust, structured approach and maintaining document naming protocol as advised by the Director
- Managing shared work space ensuring that levels of access are managed for users, uploading key documents as advised by team members
- Where required, working with other administrators/PAs across organisations to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on occasion.
- Developing and maintaining effective working relationships with other stakeholders e.g. member GP practices, the local authority, community health providers and secondary care providers
- Providing guidance and advice on relevant policies and procedures
- Carrying out other appropriate delegated duties as required
- Maintaining confidentiality at all times.
Please refer to the attached Job Description for full list of responsibilities
Person Specification
Education/Qualification
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Person Specification
Education/Qualification
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
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).
