Job summary
We are now looking for a highly motivated, organised and enthusiastic PA to work with the SBH Senior Management Team at the internationally renowned Barts Heart and Cancer Centres in St Bartholomew's Hospital. You will be right at the heart of the organisation, supporting senior decision makers with a passion for improving patient care. You will have exposure to day-to-day operational meetings as well as the opportunity to support projects and initiatives.
You should have excellent secretarial, administrative, and organisational skills with experience including complex inbox and diary management, agenda preparation and minute taking at Board level along with complex event coordination. You will be proficient in IT, and effective in time management, and preferably have experience of raising POs on Oracle.
We are looking for someone who enjoys a challenge and will take a proactive 'can do' approach. You will work as part of the senior leadership support team, based in superb offices very close to St Paul's. This is an opportunity to work with senior leaders and develop your knowledge of NHS management: previous post holders have progressed to hold management positions within the hospital.
Main duties of the job
To provide comprehensive and proactive PA support to the Senior Management Team and Clinical Directors. To ensure the smooth running of the offices at 1 St Martin's Le Grand.
About us
Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment where staff treat one another with dignity and respect. We aim to create an equitable working environment where every individual can fulfil their p
Job description
Job responsibilities
- Providing a high quality, comprehensive and responsive PA secretarial and administrative support at Board level
- Managing weekly and monthly Board and senior management meetings. To include agenda setting, commissioning papers, collation and distribution of papers, attending meetings, producing action notes and following up actions
- Providing secretariat support to other ad-hoc meetings, as required
- Working with other members of the support team, to plan and coordinate events and VIP visits
- Receiving and prioritising telephone calls and correspondence (including emails), ensuring that they are dealt with efficiently and effectively. Filtering enquiries in an effective manner, taking responsibility for necessary follow up action. Responding to correspondence, including emails, promptly and to a very high standard
- Proactively managing diaries and bringing forward systems in an effective and efficient manner, anticipating requirements, responding to changing circumstances and demands and ensuring that the Directors are fully prepared for meetings and other diary commitments
- Using initiative, diplomacy and tact and taking a proactive approach to solving problems and delegating issues as appropriate. Providing a rapid response to conflicting demands and priorities
- Tracking issues for follow up and progress and chasing where required
- Working with other members of the PA support team to share responsibility for resolution of office management issues at 1 St Martins Le Grand, to include updating of all relevant on-line information and directories
- Ensuring that relevant issues of concern are brought to the attention of the Senior PA
- Researching and analysing information as required
- Arranging meetings including venue and catering requirements. Welcoming and assisting visitors as required. Arranging travel and accommodatio
- Producing high quality PowerPoint presentations and other documents to a high standard using the full suite of Microsoft Office applications
- Ensuring that the office is properly covered during the postholders absence on annual and other leave. Providing cover for colleagues where appropriate
- Handling confidential documentation and personnel matters in an effective and discreet manner
- Using initiative to liaise and communicate effectively with external agencies, partner organisations and visitors, and across the Trust with Directors, senior managers and other staff in response to queries and requests for advice
- At all times act as an ambassador for St Bartholomews Hospital and Barts Health, being professional, confident, courteous and helpful
The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the postholder. The post holder might be required to work across the Trust at any time which may entail travel and working at a different hospital.
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below.
Job description
Job responsibilities
- Providing a high quality, comprehensive and responsive PA secretarial and administrative support at Board level
- Managing weekly and monthly Board and senior management meetings. To include agenda setting, commissioning papers, collation and distribution of papers, attending meetings, producing action notes and following up actions
- Providing secretariat support to other ad-hoc meetings, as required
- Working with other members of the support team, to plan and coordinate events and VIP visits
- Receiving and prioritising telephone calls and correspondence (including emails), ensuring that they are dealt with efficiently and effectively. Filtering enquiries in an effective manner, taking responsibility for necessary follow up action. Responding to correspondence, including emails, promptly and to a very high standard
- Proactively managing diaries and bringing forward systems in an effective and efficient manner, anticipating requirements, responding to changing circumstances and demands and ensuring that the Directors are fully prepared for meetings and other diary commitments
- Using initiative, diplomacy and tact and taking a proactive approach to solving problems and delegating issues as appropriate. Providing a rapid response to conflicting demands and priorities
- Tracking issues for follow up and progress and chasing where required
- Working with other members of the PA support team to share responsibility for resolution of office management issues at 1 St Martins Le Grand, to include updating of all relevant on-line information and directories
- Ensuring that relevant issues of concern are brought to the attention of the Senior PA
- Researching and analysing information as required
- Arranging meetings including venue and catering requirements. Welcoming and assisting visitors as required. Arranging travel and accommodatio
- Producing high quality PowerPoint presentations and other documents to a high standard using the full suite of Microsoft Office applications
- Ensuring that the office is properly covered during the postholders absence on annual and other leave. Providing cover for colleagues where appropriate
- Handling confidential documentation and personnel matters in an effective and discreet manner
- Using initiative to liaise and communicate effectively with external agencies, partner organisations and visitors, and across the Trust with Directors, senior managers and other staff in response to queries and requests for advice
- At all times act as an ambassador for St Bartholomews Hospital and Barts Health, being professional, confident, courteous and helpful
The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the postholder. The post holder might be required to work across the Trust at any time which may entail travel and working at a different hospital.
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below.
Person Specification
Experience
Essential
- Experience of working in a senior PA role at Board level, including complex diary management and arranging meetings.
- Attending Board or management meetings to record and chase actions, including preparation of agendas.
- Using a wide range of IT office systems.
- Working effectively as part of a team
Desirable
- Experience of working in the NHS.
Skills
Essential
- Taking the initiative and being proactive to find solutions to problems and to improve office efficiency.
- A strong and enthusiastic work ethic.
- Excellent IT skills including proficiency with Microsoft Office packages.
- Exceptional organisational and time management skills.
- Maintaining confidentiality and a high level of discretion and sensitivity.
- Ability to work to tight deadlines and prioritise under pressure
Desirable
- Electronic leave management systems.
Knowledge
Essential
- General knowledge of the NHS and issues affecting the service.
Qualifications
Essential
- Educated to A level standard or equivalent level of qualification.
Person Specification
Experience
Essential
- Experience of working in a senior PA role at Board level, including complex diary management and arranging meetings.
- Attending Board or management meetings to record and chase actions, including preparation of agendas.
- Using a wide range of IT office systems.
- Working effectively as part of a team
Desirable
- Experience of working in the NHS.
Skills
Essential
- Taking the initiative and being proactive to find solutions to problems and to improve office efficiency.
- A strong and enthusiastic work ethic.
- Excellent IT skills including proficiency with Microsoft Office packages.
- Exceptional organisational and time management skills.
- Maintaining confidentiality and a high level of discretion and sensitivity.
- Ability to work to tight deadlines and prioritise under pressure
Desirable
- Electronic leave management systems.
Knowledge
Essential
- General knowledge of the NHS and issues affecting the service.
Qualifications
Essential
- Educated to A level standard or equivalent level of qualification.
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).
