Job summary
We are looking for a dynamic and enthusiastic individual to join a brand new team within an exciting new research centre: the Academic Centre for Healthy Ageing (ACHA).
ACHA is a new research, education and training centre based at Whipps Cross Hospital, created to deliver real-world, real-time research in healthy ageing to improve care and support for people as they grow older.
The Centre is the result of a collaborative project between Barts Health NHS Trust and Queen Mary University of London to place research on the front line of local health and care services to create a 'living laboratory' for Healthy Ageing Research.
We are looking for a friendly, enthusiastic and highly organised individual to fulfil this role. Excellent communication and interpersonal skills are essential to communicate effectively with internal and external stakeholders of all levels, along with strong IT and administrative skills, attention to detail and the ability to use own initiative to solve problems and improve office efficiency.
In return we offer an excellent learning environment, with opportunities to develop your career in a collaborative, pioneering team, working closely with the wider team of managers, academics and clinicians. This is a unique opportunity to put your strategic management skills into practice to help to make a real difference to people's lives across north east London and beyond.
The role will be predominantly office-based, with some travel across London required.
Main duties of the job
The Academic Centre for Healthy Ageing, hosted at Whipps Cross Hospital, is anchored to the Barts Health ambition to transform Whipps Cross to become a world class centre of excellence, leveraging academic collaborations with Queen Mary University of London and other partners to achieve outstanding care and support patients within North East London to live healthier lives for longer.
The Administrative Support Officer will be an active and enthusiastic member of the ACHA team, acting as the first point of contact for all research and education activities of the Centre and working closely with the wider team of managers, academics and clinicians to provide leadership and management of the Centre and deliver the ACHA Business Plan.
The post will require collaborative working with professional services, executive leaders and academic colleagues across Barts Health NHS Trust, Queen Mary University of London and the North East London Integrated Care System (ICS).
This post will work closely with the ACHA Centre Manager, the ACHA Director and the members of the ACHA Board to support the delivery of the ACHA Business Plan and facilitate the successful application of the Grant.
The post holder will have a high degree of autonomy and will be responsible for the Centre's information asset management system, ensuring effective record-keeping and maintaining electronic files in a logical and organised manner, ensuring a clear audit trail.
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
Qualifications
Essential
- GCSE English and Maths (A-C grade) or equivalent.
- Educated to A level standard or equivalent.
- NVQ or equivalent in Administration.
- To have advanced ICT knowledge to diploma level or equivalent.
Desirable
- Project Management Qualification.
Experience
Essential
- Experience of working in an administrative support role, including complex diary management, and arranging meetings.
- Experience attending board or management meetings to record and chase actions, including preparation of agendas.
- Using a wide range of IT office systems, including significant experience of using Microsoft Office; Word, Excel, PowerPoint, and Outlook.
- Working effectively as part of a team.
- Experience of collecting, reviewing, and inputting information into databases and spreadsheets.
- Experience in working collaboratively with people from differing groups.
- Experience of running reports and data interrogation and analysis.
- Experience of a variety of administrative processes required for the management of projects.
Desirable
- Experience of working in the NHS or an academic environment.
Knowledge
Essential
- General knowledge of 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.
- Exceptional organisational and time management skills.
- Maintaining confidentiality and a high level of discretion and sensitivity.
- Attention to detail.
- Ability to work to tight deadlines and prioritise under pressure.
- Ability to work without supervision.
- Excellent verbal and written communication skills, including a good telephone manner
- Able to work and communicate effectively with senior staff.
- Ability to rapidly develop strong working relationships and gain the confidence of others.
Other
Essential
- Willingness to work occasionally outside normal hours (but within conditioned hours) to meet deadlines and attend meetings
Person Specification
Qualifications
Essential
- GCSE English and Maths (A-C grade) or equivalent.
- Educated to A level standard or equivalent.
- NVQ or equivalent in Administration.
- To have advanced ICT knowledge to diploma level or equivalent.
Desirable
- Project Management Qualification.
Experience
Essential
- Experience of working in an administrative support role, including complex diary management, and arranging meetings.
- Experience attending board or management meetings to record and chase actions, including preparation of agendas.
- Using a wide range of IT office systems, including significant experience of using Microsoft Office; Word, Excel, PowerPoint, and Outlook.
- Working effectively as part of a team.
- Experience of collecting, reviewing, and inputting information into databases and spreadsheets.
- Experience in working collaboratively with people from differing groups.
- Experience of running reports and data interrogation and analysis.
- Experience of a variety of administrative processes required for the management of projects.
Desirable
- Experience of working in the NHS or an academic environment.
Knowledge
Essential
- General knowledge of 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.
- Exceptional organisational and time management skills.
- Maintaining confidentiality and a high level of discretion and sensitivity.
- Attention to detail.
- Ability to work to tight deadlines and prioritise under pressure.
- Ability to work without supervision.
- Excellent verbal and written communication skills, including a good telephone manner
- Able to work and communicate effectively with senior staff.
- Ability to rapidly develop strong working relationships and gain the confidence of others.
Other
Essential
- Willingness to work occasionally outside normal hours (but within conditioned hours) to meet deadlines and attend meetings
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).
