Job summary
Are you a confident team player capable of providing excellent diary management, administration and PA support? Do you have excellent interpersonal skills and enjoy working in fast paced environments?
If that sounds like you, we're looking for a Personal Assistant to help provide an efficient administrative and organisational service to the Clinical Haematology department at Guys' & St. Thomas' NHS Trust.
You will help to manage and prioritise the Directorate Management Team's (DMT) time effectively, (which includes Clinical Directors', Head of Nursing, General Manager and Deputy General Manager), whilst working as part of the wider Executive Support Team, undertaking administrative and secretariat support as directed.
You will be required to exercise independent judgements and initiative when dealing with queries and will be expected to work with minimum supervision. The post holder will carry out their duties in such a way as to make a direct and positive contribution to the department.
Main duties of the job
The main duties are outlined within the Job Description, but the core aspects of the role are:
- Proactive diary management, with elements of inbox management.
- Providing secretariat support for key corporate meetings
- Plan, organise and manage setting up of meetings and events, including any related preparation.
- Administration and management of the allocated Directors office (eg. ordering stationery, raising purchase orders)
About us
The role is based in Guys Hospital (4th floor Southwark wing), within the Clinical Haematology offices.
To find out more, or to have an informal chat, please contact Antoine Lehmann using the details below.
Job description
Job responsibilities
Diary Management
- Proactively manage the diary of the DMT by ensuring there are no clashes, prioritising appointments appropriately and the Group Directors are able to utilise their time effectively.
- Ensure that all meeting papers and relevant information are collated prior to the meeting, clearly available in the diary and stored on the relevant area of the shared drive.
- Organise and co-ordinate relevant meetings, workshops and events requiring effective and detailed planning and organising, analysing and making judgements in respect of suitable venues.
- Organise all travel arrangements, booking venues and catering arrangements meetings and conferences. Ensure necessary virtual communication facilities are available (MS Teams, Video links etc).
- Meeting and greeting guests of the Group Director/s in a warm, confident and professional manner, ensuring they are comfortable and ready for their meeting (offering hot drinks/water).
- Collate, track and submit annual leave and sickness on behalf of the DMT.
- Ensure HealthRoster returns are submitted on time for DMT and direct reports.
- Cross over cover for other Diary & Business Assistants/ PAs during leave as and when required.
Meeting Secretariat
- Undertake all planning & support activities required in respect of senior level committees, including:
- Preparing agendas and taking minutes at senior level committees, producing these to a high standard in a timely manner.
- Ensure collation of reports & papers are received within time, and are shared ahead of the meeting.
- Follow up agreed actions with owners as appropriate
- Ensure correct documentation and filing for senior level committees
Office Administration/Management
- Maintain contact lists for the DMT ensuring key internal and external contact information is up to date and relevant.
- Support the department with financial administration; raising and processing Purchase Orders, receipting invoices and claiming expenses for the DMT.
- Ordering stationery, printer, general office and catering supplies on a regular and ad- hoc basis for the Clinical Group.
- Jointly administrate the room bookings for Directorate.
- Answering the telephone in a polite manner and redirecting as appropriate to the correct department within the Directorate, recording messages appropriately/ taking messages appropriately.
- Undertake photocopying, duplicating and collating and any other administrative tasks.
- Implement and maintain effective manual and electronic filing systems.
General
- Co-ordination of incoming/outgoing post, drawing any matters requiring urgent action to the attention of your manager, taking follow up action as required, sifting of incoming mail, dealing with routine correspondence and drafting responses for approval.
- Receive and process complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory.
- Exercise independent judgement and initiative in the absence of your manager when problems arise by taking appropriate action to resolve the problems or referring to the appropriate personnel
- Being highly efficient and proactive in approach, able to work in a collegiate and positive way with staff at all levels, and able to work effectively under pressure and at pace.
- Support the DMT with project work as required.
- Work with computer software as required (Microsoft Office suite, databases and Trust IT applications).
This job description is not an exhaustive document but is a reflection of the current position. Details and emphasis may change in line with service needs after consultation with the post holder.
Job description
Job responsibilities
Diary Management
- Proactively manage the diary of the DMT by ensuring there are no clashes, prioritising appointments appropriately and the Group Directors are able to utilise their time effectively.
- Ensure that all meeting papers and relevant information are collated prior to the meeting, clearly available in the diary and stored on the relevant area of the shared drive.
- Organise and co-ordinate relevant meetings, workshops and events requiring effective and detailed planning and organising, analysing and making judgements in respect of suitable venues.
- Organise all travel arrangements, booking venues and catering arrangements meetings and conferences. Ensure necessary virtual communication facilities are available (MS Teams, Video links etc).
- Meeting and greeting guests of the Group Director/s in a warm, confident and professional manner, ensuring they are comfortable and ready for their meeting (offering hot drinks/water).
- Collate, track and submit annual leave and sickness on behalf of the DMT.
- Ensure HealthRoster returns are submitted on time for DMT and direct reports.
- Cross over cover for other Diary & Business Assistants/ PAs during leave as and when required.
Meeting Secretariat
- Undertake all planning & support activities required in respect of senior level committees, including:
- Preparing agendas and taking minutes at senior level committees, producing these to a high standard in a timely manner.
- Ensure collation of reports & papers are received within time, and are shared ahead of the meeting.
- Follow up agreed actions with owners as appropriate
- Ensure correct documentation and filing for senior level committees
Office Administration/Management
- Maintain contact lists for the DMT ensuring key internal and external contact information is up to date and relevant.
- Support the department with financial administration; raising and processing Purchase Orders, receipting invoices and claiming expenses for the DMT.
- Ordering stationery, printer, general office and catering supplies on a regular and ad- hoc basis for the Clinical Group.
- Jointly administrate the room bookings for Directorate.
- Answering the telephone in a polite manner and redirecting as appropriate to the correct department within the Directorate, recording messages appropriately/ taking messages appropriately.
- Undertake photocopying, duplicating and collating and any other administrative tasks.
- Implement and maintain effective manual and electronic filing systems.
General
- Co-ordination of incoming/outgoing post, drawing any matters requiring urgent action to the attention of your manager, taking follow up action as required, sifting of incoming mail, dealing with routine correspondence and drafting responses for approval.
- Receive and process complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory.
- Exercise independent judgement and initiative in the absence of your manager when problems arise by taking appropriate action to resolve the problems or referring to the appropriate personnel
- Being highly efficient and proactive in approach, able to work in a collegiate and positive way with staff at all levels, and able to work effectively under pressure and at pace.
- Support the DMT with project work as required.
- Work with computer software as required (Microsoft Office suite, databases and Trust IT applications).
This job description is not an exhaustive document but is a reflection of the current position. Details and emphasis may change in line with service needs after consultation with the post holder.
Person Specification
Skills
Essential
- Ability to type accurately at 60wpm
- Excellent IT skills, experience using the full range of Microsoft Office Suite
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines.
- Understanding of confidentiality and its application and maintenance in the workplace.
- Willingness to learn new processes and systems of work quickly.
Experience
Essential
- Previous experience of dealing with public/clients
- Experience of working in a multi-disciplinary team
- Experience of minute taking and servicing a committee or group
Desirable
- Previous experience of the NHS, or busy clinical environment
Qualifications
Essential
- A secretarial qualification such as an RSA 3 or an NVQ 3 in a relevant subject or equivalent
Person Specification
Skills
Essential
- Ability to type accurately at 60wpm
- Excellent IT skills, experience using the full range of Microsoft Office Suite
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines.
- Understanding of confidentiality and its application and maintenance in the workplace.
- Willingness to learn new processes and systems of work quickly.
Experience
Essential
- Previous experience of dealing with public/clients
- Experience of working in a multi-disciplinary team
- Experience of minute taking and servicing a committee or group
Desirable
- Previous experience of the NHS, or busy clinical environment
Qualifications
Essential
- A secretarial qualification such as an RSA 3 or an NVQ 3 in a relevant subject or equivalent
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.
