Job summary
Life Sciences Programme Officer and Executive Assistant
Barts Life Sciences is recruiting for a Programme Officer and Executive Assistant to provide proactive and comprehensive EA support to the Managing Director of Barts Life Sciences. Secondary priorities include providing EA support to the Life Sciences Programme Director, in addition to working with the BLS Programme Manager to ensure effective planning and execution, helping drive improvements as appropriate.
Launched in 2018, Barts Life Sciences is a powerful partnership between Barts Health NHS Trust and Queen Mary University of London. It brings world-leading researchers, scientists, clinicians and industry together to collaborate and accelerate the latest healthcare innovations from bench to bedside.
Main duties of the job
We are looking for an experienced programme officer and EA, ideally with experience working in the NHS, with the following skills:
- Complex diary management
- Comprehensive minute taking at executive level meetings
- Excellent communication skills
- Highly organised
- Capability to quickly learn new IT systems/databases/packages
- Advanced skills in Microsoft Word, Excel & Powerpoint
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.
Job description
Job responsibilities
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
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
- Significant experience working in EA roles to senior staff, including proactive inbox and diary management
- Proven track record of frequent confidential and sensitive communication with both public and private sector organisations and senior level staff
- Experience of EA tasks including, but not limited to: (a) organising meeting papers and drafting and monitoring programme documents; (b) preparation of briefing packs for senior leaders and (c) driving programme actions with various internal and external staff.
- Deep experience with regular IT office packages such as Outlook, Word, Powerpoint and Excel
- Building and maintaining senior level relationships and working effectively as part of a team
- Experience in project/programme environment and admin procedures.
Desirable
- Experience within a health, research or innovation organisation from either the private or public sectors
- Experience developing and monitoring project documentation
- Experience identifying, proposing and delivering operational efficiencies to improve effectiveness
Knowledge
Essential
- Advanced knowledge and skills in Microsoft Outlook, Word, Excel and PowerPoint
Desirable
- General knowledge of the NHS and life sciences industry
- Typical Programme administrative systems, procedures and approaches
- Change management approaches
Skills
Essential
- Highly effective communicator, both verbally and written
- Good numerical skills
- Exceptional organisational and time management skills
- Attention to understand strategic direction whilst also ensuring excellent attention to detail
- Ability to work to tight deadlines and prioritise under pressure
- Ability to work with limited supervision
- Co-ordination, planning and strong analytical skills
- Team skills, ability to relate appropriately to various programme stakeholders
- Capability to quickly learn new IT systems/databases/packages
Qualifications
Essential
- At least 3 years relevant administrative experience
Desirable
- Educated to degree level
- Project or programme management qualification (e.g.. PRINCE 2, Managing Successful Programmes)
Behaviours
Essential
- Pro-active, taking initiative with a can-do and will-do attitude
- Resilient, flexible, with a positive problem-solving attitude
- A strong and enthusiastic work ethic, inspiring others
- Acts with integrity at all times and maintains high level of confidentiality
- Ability to work with high degree of autonomy, prioritization of tasks, and ability to be assertive, whilst building and maintaining excellent working relationships
- Ability to influence change whilst ensuring day-day delivery is not impacted
Other
Essential
- Commitment to continued professional development
Person Specification
Experience
Essential
- Significant experience working in EA roles to senior staff, including proactive inbox and diary management
- Proven track record of frequent confidential and sensitive communication with both public and private sector organisations and senior level staff
- Experience of EA tasks including, but not limited to: (a) organising meeting papers and drafting and monitoring programme documents; (b) preparation of briefing packs for senior leaders and (c) driving programme actions with various internal and external staff.
- Deep experience with regular IT office packages such as Outlook, Word, Powerpoint and Excel
- Building and maintaining senior level relationships and working effectively as part of a team
- Experience in project/programme environment and admin procedures.
Desirable
- Experience within a health, research or innovation organisation from either the private or public sectors
- Experience developing and monitoring project documentation
- Experience identifying, proposing and delivering operational efficiencies to improve effectiveness
Knowledge
Essential
- Advanced knowledge and skills in Microsoft Outlook, Word, Excel and PowerPoint
Desirable
- General knowledge of the NHS and life sciences industry
- Typical Programme administrative systems, procedures and approaches
- Change management approaches
Skills
Essential
- Highly effective communicator, both verbally and written
- Good numerical skills
- Exceptional organisational and time management skills
- Attention to understand strategic direction whilst also ensuring excellent attention to detail
- Ability to work to tight deadlines and prioritise under pressure
- Ability to work with limited supervision
- Co-ordination, planning and strong analytical skills
- Team skills, ability to relate appropriately to various programme stakeholders
- Capability to quickly learn new IT systems/databases/packages
Qualifications
Essential
- At least 3 years relevant administrative experience
Desirable
- Educated to degree level
- Project or programme management qualification (e.g.. PRINCE 2, Managing Successful Programmes)
Behaviours
Essential
- Pro-active, taking initiative with a can-do and will-do attitude
- Resilient, flexible, with a positive problem-solving attitude
- A strong and enthusiastic work ethic, inspiring others
- Acts with integrity at all times and maintains high level of confidentiality
- Ability to work with high degree of autonomy, prioritization of tasks, and ability to be assertive, whilst building and maintaining excellent working relationships
- Ability to influence change whilst ensuring day-day delivery is not impacted
Other
Essential
- Commitment to continued professional development
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
