Job summary
The Havens is recruiting a full time Band 5 Rota Co-ordinator/Personal Assistant to join our dedicated team.
The Havens are London's Sexual Assault Referral Centre (SARC) located in Camberwell, Paddington (Ladbroke Grove) and Whitechapel, providing 24/7 (365 per year) forensic medical examinations and care to people disclosing rape or sexual assault.
This post will be predominately based at Camberwell site although regular cross site working is expected. Working pattern is Monday to Friday (excluding bank holidays) 9am to 5pm shifts, with a 12 noon to 8pm shift (maximum once per week, typically once every two weeks - at the time of publication, awaiting an implementation date)
As a Rota Co-ordinator/Personal Assistant your role will be to provide a comprehensive administrative support service to Havens Senior Management Team to ensure service objectives are achieved efficiently and effectively. The key function of this role will include the co-ordination of all on call rotas to support ensuring the service is resourced to the required level each day. The post holder will provide support in the smooth running of the Havens client management and administration systems including arranging meetings, minute taking, stock ordering, providing a medical secretariat service as and when needed and other clinical administration tasks.
Main duties of the job
Take a lead role in collecting availability, allocating shifts and inputting details onto Havens on call rotas.
Escalate in a timely manner service critical gaps.
Act as a point of contact for rota and other service related enquiries from Havens on call staff.
To compile weekly forward look rotas liaising with Clinical Leads, Senior Doctors, Lead Nurse, Matron and Senior Nurses to fill vacant shifts.
To provide high level support to Havens Senior Management Team including administrative support, diary and meeting management.
Facilitate meetings including booking rooms and taking minutes.
Work actively and collaboratively supporting Havens Senior Management Team to identify service efficiency and quality improvements.
Be team lead/supervisor for Band 4 Administrators supporting and assisting when required.
To coordinate and implement administration systems for the Havens, in line with pan-service systems and requirements.
To contribute to reviews and updating of systems and procedures already in place and development of new ones.
To maintain and ensure compliance with Havens electronic systems and spreadsheets.
Support with service data integrity processes including gathering and inputting data.
Provide reception cover when required.
To communicate with other members of the admin team and the post-holder's line manager on issues relating to administration and reception, and where appropriate take action as directed by the management team.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description
Job responsibilities
Main Duties & Responsibilitiesa. Take a lead role in collecting availability, allocating shifts and inputtingdetails onto Havens on call rotas.b. Escalate in a timely manner service critical gaps.c. Act as a point of contact for rota and other service related enquiries from Havens on call staff. d. To compile weekly forward look rotas liaising with Clinical Leads, Senior Doctors, Lead Nurse, Matron and Senior Nurses to fill vacant shifts. e. To provide high level support to Havens Senior Management Teamincluding administrative support, diary and meeting management.f. Facilitate meetings including booking rooms and taking minutes.g. Work actively and collaboratively supporting Havens Senior Management Team to identify service efficiency and quality improvements. h. Be team lead/supervisor for Band 4 Administrators supporting and assisting when required.i. To coordinate and implement administration systems for the Havens, in line with pan-service systems and requirements. j. To contribute to reviews and updating of systems and procedures already in place and development of new ones. k. To maintain and ensure compliance with Havens electronic systems and spreadsheets.l. Support with service data integrity processes including gathering andinputting data.m. Provide reception cover when required.n. To communicate with other members of the admin team and the postholders line manager on issues relating to administration and reception,and where appropriate take action as directed by the management team.o. To use email and computer programmes as effective business andcommunication tools.p. Promote and maintain excellent customer service at all times.q. To be able to act as health and safety officer or fire officer.r. To adhere to all Havens policies, procedures and quality standards andgenerally assist in the smooth running of the Havens. s. To attend, engage and prepare for own One2One supervision sessionswith line manager.t. To undertake any other duties appropriate to the post.
Job description
Job responsibilities
Main Duties & Responsibilitiesa. Take a lead role in collecting availability, allocating shifts and inputtingdetails onto Havens on call rotas.b. Escalate in a timely manner service critical gaps.c. Act as a point of contact for rota and other service related enquiries from Havens on call staff. d. To compile weekly forward look rotas liaising with Clinical Leads, Senior Doctors, Lead Nurse, Matron and Senior Nurses to fill vacant shifts. e. To provide high level support to Havens Senior Management Teamincluding administrative support, diary and meeting management.f. Facilitate meetings including booking rooms and taking minutes.g. Work actively and collaboratively supporting Havens Senior Management Team to identify service efficiency and quality improvements. h. Be team lead/supervisor for Band 4 Administrators supporting and assisting when required.i. To coordinate and implement administration systems for the Havens, in line with pan-service systems and requirements. j. To contribute to reviews and updating of systems and procedures already in place and development of new ones. k. To maintain and ensure compliance with Havens electronic systems and spreadsheets.l. Support with service data integrity processes including gathering andinputting data.m. Provide reception cover when required.n. To communicate with other members of the admin team and the postholders line manager on issues relating to administration and reception,and where appropriate take action as directed by the management team.o. To use email and computer programmes as effective business andcommunication tools.p. Promote and maintain excellent customer service at all times.q. To be able to act as health and safety officer or fire officer.r. To adhere to all Havens policies, procedures and quality standards andgenerally assist in the smooth running of the Havens. s. To attend, engage and prepare for own One2One supervision sessionswith line manager.t. To undertake any other duties appropriate to the post.
Person Specification
Education and Qualifications
Essential
- Educated to GCSE levels or equivalent including English and Mathematics
- Recognised qualification in administration, management, business studies or related subject
- Experience in general clerical/admin and reception duties working with the public
Desirable
Knowledge and Experience
Essential
- Proven experience of entering data into databases and spreadsheets
- Proven record of working knowledge of administrative and secretarial practice
- Experience of diary management and high level administrative support.
Desirable
- Experience of working within the NHS
- Experience managing/overseeing rotas and allocating shifts
- Experience of supervising/managing staff
- Experience working within a service for people with vulnerabilities/safeguarding issues
Skills and Competencies
Essential
- Ability to liaise appropriately with individuals from a wide range of backgrounds including professionals and service users
- Ability to handle complex data and extract data from a variety of sources
- Ability to interpret and apply information accurately
- Good typing and multidisciplinary skills
- Ability to take succinct minutes and action points from meetings
- Excellent PC skills, Experience of working with PowerPoint, Word, Excel, Access with good keyboard skills
- Awareness of confidentiality issues
- Customer focused
- Good written and oral communication skills
- Excellent interpersonal skills
- Ability to deal with stressful and often upsetting information
- Ability to work on own initiative and to plan, structure and prioritise own workload
- Ability to work in a multi-disciplinary team
- Flexible and responsive to changing priorities in a busy environment
- Ability to work under pressure
- Systemic, methodical approach to work
- Attention to detail and accuracy
- Ability to prioritise and work to deadlines
Desirable
- Knowledge of issues affecting survivors of sexual assault
Personal Qualities
Essential
- Personal Qualities
- Confident
- Assertive approach
- Can do approach
- Seek advice/help when required
- Good work attendance record
- Good time keeping
Other requirements
Essential
Person Specification
Education and Qualifications
Essential
- Educated to GCSE levels or equivalent including English and Mathematics
- Recognised qualification in administration, management, business studies or related subject
- Experience in general clerical/admin and reception duties working with the public
Desirable
Knowledge and Experience
Essential
- Proven experience of entering data into databases and spreadsheets
- Proven record of working knowledge of administrative and secretarial practice
- Experience of diary management and high level administrative support.
Desirable
- Experience of working within the NHS
- Experience managing/overseeing rotas and allocating shifts
- Experience of supervising/managing staff
- Experience working within a service for people with vulnerabilities/safeguarding issues
Skills and Competencies
Essential
- Ability to liaise appropriately with individuals from a wide range of backgrounds including professionals and service users
- Ability to handle complex data and extract data from a variety of sources
- Ability to interpret and apply information accurately
- Good typing and multidisciplinary skills
- Ability to take succinct minutes and action points from meetings
- Excellent PC skills, Experience of working with PowerPoint, Word, Excel, Access with good keyboard skills
- Awareness of confidentiality issues
- Customer focused
- Good written and oral communication skills
- Excellent interpersonal skills
- Ability to deal with stressful and often upsetting information
- Ability to work on own initiative and to plan, structure and prioritise own workload
- Ability to work in a multi-disciplinary team
- Flexible and responsive to changing priorities in a busy environment
- Ability to work under pressure
- Systemic, methodical approach to work
- Attention to detail and accuracy
- Ability to prioritise and work to deadlines
Desirable
- Knowledge of issues affecting survivors of sexual assault
Personal Qualities
Essential
- Personal Qualities
- Confident
- Assertive approach
- Can do approach
- Seek advice/help when required
- Good work attendance record
- Good time keeping
Other requirements
Essential
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).
Employer details
Employer name
King's College Hospital NHS Foundation Trust
Address
The Havens - primarily Camberwell site but may be required to attend other sites at times
London
SE5 9RS
Employer's website
https://www.kch.nhs.uk/ (Opens in a new tab)
