Royal Papworth Hospital NHS Foundation Trust

PA/Admin Team Lead

This job is now closed

Job summary

oin an Exciting Team as a Proactive PA!

Are you ready to play a pivotal role in a dynamic Surgical, Transplant, and Anaesthetics team? We're seeking a motivated and organized PA to provide high-level support to our Operational Director, Head of Nursing, and Operations Manager, while contributing essential administrative support across the team.

What You'll Do:

Strategic Support: Take charge of diary management, meeting scheduling, and room bookings for key leadership figures, ensuring seamless coordination and organization.

Crucial Administration: Your role extends to minute-taking and providing strong leadership and guidance to the reception and secretarial teams, fostering a cohesive and efficient work environment.

Operational Backbone: You'll be the backbone of our team, ensuring smooth operations through your proactive approach and meticulous attention to detail.

Main duties of the job

Personal Assistant Role Summary:

Provide comprehensive, confidential administrative support to the Operations Director and team, managing electronic diaries, meetings, and correspondence with autonomy and discretion.

Coordinate meetings, prepare agendas, take minutes, and ensure timely follow-up on action items, optimizing efficiency and accuracy.

Maintain efficient office systems, develop and implement office procedures, and oversee document control systems, ensuring compliance with administrative policies.

Manage the monthly staff rota, facilitate data collection, and disseminate complex information, supporting Operations Director, Head of Nursing, and Operations Manager's needs.

Support the learning and development of the administrative team, overseeing training plans and ensuring skill profiles meet service demands.

About us

Royal Papworth Hospital NHS Foundation Trust is the UK's leading heart and lung hospital, delivering care to more than 50,000 patients a year in its new state-of-the-art hospital in Cambridge. We perform the most heart and/or lung transplants in the UK and carried out the UK's first successful heart transplant in 1979. It also offers emergency heart attack treatment, sleep centre care and is one of just five centres nationally for those in severe respiratory failure.

Based on the Cambridge Biomedical Campus the largest centre of medical research and health science in Europe the Trust is at the heart of treatments of the future. Royal Papworth became the first hospital trust in the country to be rated outstanding in all five areas assessed by the Care Quality Commission - a rating it still holds today. The Trust holds its values of compassion, excellence & collaboration at its core, and all colleagues joining the team are expected to uphold these in their day-to-day roles & interactions. Royal Papworth is proud of its diverse workforce and encourages people to embrace their individuality.

The Trust values difference and welcomes all applications irrespective of age, disability, gender reassignment, marriage and civil partnership, pregnancy & maternity, race, religion & belief, sex and sexual orientation. Providing they meet the minimum post criteria, applicants with disabilities will be offered an interview.

For a street view tour: https://royalpapworth.nhs.uk/virtual-tour

Date posted

04 January 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year

Contract

Permanent

Working pattern

Full-time

Reference number

175-2324-1-CA381

Job locations

Royal Papworth Hospital

Papworth Road

Cambridge Bio Medical Campus

Cambridge

CB2 0AY

Job description

Job responsibilities

On this page you will find a Role Profile which provides information about the hospital and full details about the role. We recommend that you review this and refer to it as you complete your application. Please include how you will meet the Trust Values Compassion, Excellence and Collaboration. If you would like more information about the role or working at Royal Papworth Hospital, please get in touch with the contact for this role.

Job description

Job responsibilities

Person Specification

Qualifications

Essential

NVQ level 4/foundation degree/equivalent
Secretarial qualification or equivalent
Evidence of continued learning and development

Experience

Essential

Proven administrative procedures
Experience in designing, developing and conducting training
Experience of various training methods
Ability to analyse and interpret data using excel reports
Ability to manage Healthroster
Knowledge of patient systems
Knowledge and understanding of the data protection act
Ability to communicate across organisational boundaries
Ability to motivate staff
Excellent oral and written skills
Flexible and responsive to change
Ability to treat all employee and other hospital information confidentially
Ability to develop new ideas
Ability to make decisions and work on own initiative
Ability to achieve results under pressure and be self-reliant
Ability to prioritise and meet tight deadlines
Ability to communicate information verbally which may be difficult/sensitive
Good presentation skills
Ability to work within a team
Ability to work flexibly
Awareness of Health and safety issues

Additional Criteria

Essential

Please provide evidence of your commitment to uphold the Trust's values: Compassion, Excellence, Collaboration
Present a positive image of self and of the team.
Maintain a professional attitude at all times.
Be an active and supportive member of the team, punctual and well presented.

Person Specification

Qualifications

Essential

NVQ level 4/foundation degree/equivalent
Secretarial qualification or equivalent
Evidence of continued learning and development

Experience

Essential

Proven administrative procedures
Experience in designing, developing and conducting training
Experience of various training methods
Ability to analyse and interpret data using excel reports
Ability to manage Healthroster
Knowledge of patient systems
Knowledge and understanding of the data protection act
Ability to communicate across organisational boundaries
Ability to motivate staff
Excellent oral and written skills
Flexible and responsive to change
Ability to treat all employee and other hospital information confidentially
Ability to develop new ideas
Ability to make decisions and work on own initiative
Ability to achieve results under pressure and be self-reliant
Ability to prioritise and meet tight deadlines
Ability to communicate information verbally which may be difficult/sensitive
Good presentation skills
Ability to work within a team
Ability to work flexibly
Awareness of Health and safety issues

Additional Criteria

Essential

Please provide evidence of your commitment to uphold the Trust's values: Compassion, Excellence, Collaboration
Present a positive image of self and of the team.
Maintain a professional attitude at all times.
Be an active and supportive member of the team, punctual and well presented.

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.

Employer details

Employer name

Royal Papworth Hospital NHS Foundation Trust

Address

Royal Papworth Hospital

Papworth Road

Cambridge Bio Medical Campus

Cambridge

CB2 0AY

Employer's website

https://royalpapworth.nhs.uk/working-here (Opens in a new tab)

Employer details

Employer name

Royal Papworth Hospital NHS Foundation Trust

Address

Royal Papworth Hospital

Papworth Road

Cambridge Bio Medical Campus

Cambridge

CB2 0AY

Employer's website

https://royalpapworth.nhs.uk/working-here (Opens in a new tab)