Job summary
Full-time position as Personal Assistant to the Director of Nursing and Nursing Directorate
An exciting opportunity has arisen at Broadmoor High Secure Hospital for a full-time permanent position as Personal Assistant to the Director of Nursing and the Nursing Directorate.
You will be responsible for providing an accurate and comprehensive secretarial and personal assistant service to the Director of Nursing to achieve a high standard of patient care. Duties will include arranging appointments for visiting professionals, organising meetings, minute taking, audio and copy typing, drafting reports and correspondence, circulating relevant documentation appropriately within agreed timescales.
You will also manage a small number of administrative staff, undertaking monthly supervision, understanding training needs and assisting the Head of Administration with ensuring all departments are supported administratively to a high standard.
Working within the administration 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 comprehensive personal assistant duties to the Director of Nursing and the Nursing Directorate. The post holder will also line manage a small team of administration staff.
Duties will include drafting reports from collated data, diary management, arranging appointments for visiting professionals, organising meetings, minute taking, audio and copy typing of reports and correspondence, circulating relevant documentation, drafting letters, assisting with the preparation of monthly reports and general day to day administration for the Director of Nursing and the Nursing Directorate.
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
- Educated to degree level or equivalent.
- RSA III Qualifications or equivalent I.T. qualifications in Word, Excel or equivalent experience.
- Shorthand / speed writing qualification or working towards one.
- Proficient in the use of Microsoft Software
- Experience of organising meetings and taking minutes
- Ability to introduce and maintain efficient office systems
- Excellent organisational skills
- Excellent communication skills
Desirable
- Diploma in administration or business
Experience
Essential
- Advanced Keyboard Skills/ I.T. skills Min. typing speed 60wpm
- Audio Typing
- Secretarial / Administration background
- Data entry experience
- Filing
- Diary management
- Minute taking. Reprographic experience (photocopying)
- Drafting reports from data collated
- Project Management
Desirable
- Working in a team.
- Experience of using databases.
- Working in a Mental Health setting.
- Background of secretarial experience at senior level
Knowledge
Essential
- Confidentiality
- Data Protection Act
- A range of secretarial processes / Admin procedures
- Knowledge of H&S issues
- Proficient in Microsoft Office
- Understanding of psychiatric terminology
Desirable
- Willingness to learn and take on responsibility for other tasks
- Understanding of mental health issues
- Relevant short courses in business administration
Personal Qualities
Essential
- Excellent communication skills - written and verbal.
- Ability to work autonomously within a team and with other disciplines
- Audio / copy typing skills
- Accurate data entry
- Ability to work under pressure as part of a team or independently
- Organisational skills
- Good presentation/ standard of work
- Able to deal with staff, visitors and clients in a courteous and helpful manner
- Ability to work under pressure.
- Able to exercise discretion and maintain confidentiality at all times.
- A flexible, enthusiastic and mature attitude.
- Adaptable to change
- Committed to team/service development and able to promote a positive image of the Service.
- Enthusiastic and willing to learn
- Proactive
- Able to communicate, negotiate and influence effectively with staff at all levels.
- Professional presentation
Desirable
- Database skills (Microsoft Access)
- Advanced Excel skills
- Microsoft PowerPoint
- Trained in the use of RiO or similar electronic patient record system
- Ability to learn new skills
- Team player
- Methodical approach to tasks.
Person Specification
Qualifications and Training
Essential
- Educated to degree level or equivalent.
- RSA III Qualifications or equivalent I.T. qualifications in Word, Excel or equivalent experience.
- Shorthand / speed writing qualification or working towards one.
- Proficient in the use of Microsoft Software
- Experience of organising meetings and taking minutes
- Ability to introduce and maintain efficient office systems
- Excellent organisational skills
- Excellent communication skills
Desirable
- Diploma in administration or business
Experience
Essential
- Advanced Keyboard Skills/ I.T. skills Min. typing speed 60wpm
- Audio Typing
- Secretarial / Administration background
- Data entry experience
- Filing
- Diary management
- Minute taking. Reprographic experience (photocopying)
- Drafting reports from data collated
- Project Management
Desirable
- Working in a team.
- Experience of using databases.
- Working in a Mental Health setting.
- Background of secretarial experience at senior level
Knowledge
Essential
- Confidentiality
- Data Protection Act
- A range of secretarial processes / Admin procedures
- Knowledge of H&S issues
- Proficient in Microsoft Office
- Understanding of psychiatric terminology
Desirable
- Willingness to learn and take on responsibility for other tasks
- Understanding of mental health issues
- Relevant short courses in business administration
Personal Qualities
Essential
- Excellent communication skills - written and verbal.
- Ability to work autonomously within a team and with other disciplines
- Audio / copy typing skills
- Accurate data entry
- Ability to work under pressure as part of a team or independently
- Organisational skills
- Good presentation/ standard of work
- Able to deal with staff, visitors and clients in a courteous and helpful manner
- Ability to work under pressure.
- Able to exercise discretion and maintain confidentiality at all times.
- A flexible, enthusiastic and mature attitude.
- Adaptable to change
- Committed to team/service development and able to promote a positive image of the Service.
- Enthusiastic and willing to learn
- Proactive
- Able to communicate, negotiate and influence effectively with staff at all levels.
- Professional presentation
Desirable
- Database skills (Microsoft Access)
- Advanced Excel skills
- Microsoft PowerPoint
- Trained in the use of RiO or similar electronic patient record system
- 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.
