Job summary
An exciting opportunity has arisen at Broadmoor High Secure Hospital for a full-time position as Personal Assistant to the Chief Operating Officer of High Secure and Forensic Services.
You will be responsible for providing an accurate and comprehensive secretarial and administrative service to the Chief Operating Officer to achieve a high standard of patient care. Duties will include arranging appointments for visiting professionals, comprehensive diary management, organising meetings, minute taking, audio and copy typing of reports and correspondence, circulating relevant documentation appropriately within agreed timescales.
Working with the senior management team, applicants will need to be enthusiastic, an excellent communicator, organised and flexible in your approach to work.
We would likely to encourage applicants from a range of diverse backgrounds and would be keen to hear about how you could bring experience of diversity to your practice.
Main duties of the job
The post holder will be responsible for providing personal assistant duties to the Chief Operating Officer of High Secure & Forensic Services.
Duties will include diary management, organising meetings, minute taking, copy typing of reports and correspondence, drafting letters, assisting with the preparation of the month Trust Board reports, circulating relevant documentation and general day to day administration for the Chief Operating Officer. The duties relate to the Chief Operating Officer's work within Broadmoor Hospital and also in respect of responsibilities within West London Forensic Services.
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person Specification
Qualifications and Training
Essential
- Good standard of general education to at least GCSE or equivalent in English and Maths
- RSA qualifications or equivalent
- Proficient in the use of Microsoft software.
- Accurate data entry
- Copy typing
- Experience of organising meetings and taking minutes.
- Ability to introduce and maintain efficient office systems
- Excellent organisational Skills
- Excellent communication Skills.
- Ability to work within a Multidisciplinary Team.
- Ability to prioritise workload.
- Ability to work autonomously using own initiative.
Desirable
- Diploma in administration or business
- Audio typing skills
- Shorthand / speedwriting
Experience
Essential
- Advanced keyboard skills / IT skills
- Two years' administrative experience
- Experience of using Microsoft Word and Excel
- Secretarial / Administration background.
Desirable
- Previous experience within an NHS or Secure setting
- Experience in dealing with mentally ill patients
Knowledge and Skills
Essential
- Basic knowledge of the Data Protection Act and GDPR
- Basic knowledge of the Freedom of Information Act
- Effective Time Management techniques
- Be flexible and adapt approach according to need
- Use IT packages - Microsoft Office, e-mail and internet
- Plan, organise and prioritise own workload
Desirable
- Understanding of mental health issues
- Understanding of medical terminology
- Trained in the use of RiO or similar electronic patient record system
Personal Qualities
Essential
- Able to exercise discretion and maintain confidentiality at all times
- Able to deal with staff and clients in a courteous and helpful manner both in person and on the telephone
- Ability to work within professional boundaries
- Understanding of the needs of people using mental health services.
- Ability to work under pressure
- Flexible
- Enthusiastic
- Proactive
Desirable
- Ability to learn new skills
- Team player
- Methodical approach to tasks
Person Specification
Qualifications and Training
Essential
- Good standard of general education to at least GCSE or equivalent in English and Maths
- RSA qualifications or equivalent
- Proficient in the use of Microsoft software.
- Accurate data entry
- Copy typing
- Experience of organising meetings and taking minutes.
- Ability to introduce and maintain efficient office systems
- Excellent organisational Skills
- Excellent communication Skills.
- Ability to work within a Multidisciplinary Team.
- Ability to prioritise workload.
- Ability to work autonomously using own initiative.
Desirable
- Diploma in administration or business
- Audio typing skills
- Shorthand / speedwriting
Experience
Essential
- Advanced keyboard skills / IT skills
- Two years' administrative experience
- Experience of using Microsoft Word and Excel
- Secretarial / Administration background.
Desirable
- Previous experience within an NHS or Secure setting
- Experience in dealing with mentally ill patients
Knowledge and Skills
Essential
- Basic knowledge of the Data Protection Act and GDPR
- Basic knowledge of the Freedom of Information Act
- Effective Time Management techniques
- Be flexible and adapt approach according to need
- Use IT packages - Microsoft Office, e-mail and internet
- Plan, organise and prioritise own workload
Desirable
- Understanding of mental health issues
- Understanding of medical terminology
- Trained in the use of RiO or similar electronic patient record system
Personal Qualities
Essential
- Able to exercise discretion and maintain confidentiality at all times
- Able to deal with staff and clients in a courteous and helpful manner both in person and on the telephone
- Ability to work within professional boundaries
- Understanding of the needs of people using mental health services.
- Ability to work under pressure
- Flexible
- Enthusiastic
- Proactive
Desirable
- Ability to learn new skills
- Team player
- Methodical approach to tasks
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.
