Job summary
Executive Administrator - Great Ormond Street Hospital, International & Private Care
An exciting opportunity has arisen to join the Executive Office of the International and Private Care (I&PC) Directorate at Great Ormond Street Hospital (GOSH) NHS Foundation Trust.
The I&PC Directorate at GOSH is one of the largest private patient units in the country and will provide the successful candidate with the chance to be part of a team at the forefront of delivering complex and specialist care.We are looking for someone with exceptional organisation skills to assist the Senior Executive Assistant in providing comprehensive administrative support to the I&PC Executive and Senior Management Teams.This is an exciting opportunity within I&PC and if having reviewed the Job Description and Person Specification, you feel this role is right for you then we look forward to hearing from you.For an informal discussion about the role, please contact Indiana Dikmen, Senior Executive Assistant via email - Indiana.Dikmen@gosh.nhs.uk
Main duties of the job
The core duties of the role are in support of the Senior Executive Assistant and include but are not limited to:
- To provide comprehensive administrative support to the Senior EA and Senior Management Team.
- To provide administrative support to divisional operational and governance meetings
- To undertake appropriate duties to ensure the efficient and professional running of the Management Offices and other areas of the division as required.
- Help maintain an appropriate filing system for the Directorate.
- General Maintenance of the outer Executive Office.
About us
GOSH is committed to recruiting the best person for the job, based solely on their ability and individual merit as measured against the criteria for the role; through a process that is fair, open, consistent and free from bias and discrimination.
We are committed to being a diverse and inclusive employer and foster a culture where all staff are valued, respected and acknowledged. All applicants will receive consideration for employment without regard to race, colour, national origin, religion, sexual orientation, gender, gender identity, age, disability status or length of time spent unemployed.
We particularly welcome applications from BAME communities, people with disabilities and/or long-term health conditions and LGBT+ community members.
We have policies and procedures in place to ensure that all applicants and employees are treated fairly and consistently. We are proud to be accredited as a Disability Confident Employer, a member of Business Disability Forum and a Stonewall Diversity Champion.
We have active and Executive supported BAME, LGBT+ and Allies, Disability and Long-Term Health Conditions and Women's staff networks. Staff networks are employee-led groups formed around interests, issues and a common bond or background. Staff network members create a positive and inclusive work environment at Great Ormond Street Hospital by actively contributing to the Trust's mission, values and efforts specific to inclusion. All of our staff networks are open to any employee.
Job description
Job responsibilities
To provide an efficient and responsive administrative service to the Senior Executive Assistant, I&PC Executive Team and Senior Management Team, some tasks to be carried out in the absence of the Senior EA, through successfully undertaking and delivering against the following:
Administration Responsibilities:
- Support the Senior EA and I&PC Executive Team in managing their administration, reporting requirements and workforce duties.
- Management of e-mails from the shared inbox daily. Flagging urgent emails to the Senior EA, taking initiative to respond or forward emails in a timely manner and filing of read/completed emails accordingly.
- Provide administrative support, including minute taking for Senior Management meetings when required.
- Prepare, collate, and distribute papers for meetings as directed. Take and transcribe formal minutes at some of these meetings and distribute them in a timely manner.
- Ensure that all relevant papers are available for meetings and proactively chase accordingly, assisting with the creation of reports and PowerPoint presentations.
- Raising of purchase orders for the Directorate. Including approving invoices and receipt of the purchase orders once goods arrive.
- Maintain an efficient system to ensure telephone calls/messages are brought to the attention of the Senior EA or forwarded appropriately and in a timely manner.
- Ensure any complaint communications are dealt with in a professional manner, as these could involve complex and sensitive information from members of the Directorate, Senior Management team, Clinical Teams, and external organisations.
- Undertake regular reviews of administrative requirements for the Senior EA and I&PC Management Team to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.
- Raising tickets with the relevant helpdesks as required.
- Managing incoming and outgoing post/deliveries.
- Handling both routine and urgent matters using initiative and with minimal supervision.
- Be able to meet deadlines and supply information at short notice.
- Manage resources and co-ordinate the ordering of stock and supplies for the I&PC Office, including stationary for the department.
- Organisation of events as and when required, which could be complex and require adjustments at short notice.
- Management of room booking system, Condeco.
- Processing and recording of expenses for members of the I&PC Executive Team and Senior Management Team
- Establishing and maintaining effective working relationships with the Senior EA, I&PC Executive Team and Senior Management Team
- Circulating important service information for the Directorate via the Executive Mailbox
Job description
Job responsibilities
To provide an efficient and responsive administrative service to the Senior Executive Assistant, I&PC Executive Team and Senior Management Team, some tasks to be carried out in the absence of the Senior EA, through successfully undertaking and delivering against the following:
Administration Responsibilities:
- Support the Senior EA and I&PC Executive Team in managing their administration, reporting requirements and workforce duties.
- Management of e-mails from the shared inbox daily. Flagging urgent emails to the Senior EA, taking initiative to respond or forward emails in a timely manner and filing of read/completed emails accordingly.
- Provide administrative support, including minute taking for Senior Management meetings when required.
- Prepare, collate, and distribute papers for meetings as directed. Take and transcribe formal minutes at some of these meetings and distribute them in a timely manner.
- Ensure that all relevant papers are available for meetings and proactively chase accordingly, assisting with the creation of reports and PowerPoint presentations.
- Raising of purchase orders for the Directorate. Including approving invoices and receipt of the purchase orders once goods arrive.
- Maintain an efficient system to ensure telephone calls/messages are brought to the attention of the Senior EA or forwarded appropriately and in a timely manner.
- Ensure any complaint communications are dealt with in a professional manner, as these could involve complex and sensitive information from members of the Directorate, Senior Management team, Clinical Teams, and external organisations.
- Undertake regular reviews of administrative requirements for the Senior EA and I&PC Management Team to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.
- Raising tickets with the relevant helpdesks as required.
- Managing incoming and outgoing post/deliveries.
- Handling both routine and urgent matters using initiative and with minimal supervision.
- Be able to meet deadlines and supply information at short notice.
- Manage resources and co-ordinate the ordering of stock and supplies for the I&PC Office, including stationary for the department.
- Organisation of events as and when required, which could be complex and require adjustments at short notice.
- Management of room booking system, Condeco.
- Processing and recording of expenses for members of the I&PC Executive Team and Senior Management Team
- Establishing and maintaining effective working relationships with the Senior EA, I&PC Executive Team and Senior Management Team
- Circulating important service information for the Directorate via the Executive Mailbox
Person Specification
GOSH Culture and Values
Essential
Academic/Professional qualification/Training
Essential
- Knowledge and skills to degree level or equivalent
- Competent in all aspects of Microsoft Office
- Continuing Professional Development
Experience/Knowledge
Essential
- Structure and prioritise own workload to help ensure that the Senior EA's priorities and deadlines are achieved
- Develop personal performance based on an accurate understanding of existing levels of skills and knowledge
- Able to react immediately to complex events and be decisive whilst under pressure
- Able to design, implement, operate and maintain administration processes and systems to support the Senior EA
- Develop and maintain communication both written and verbal to all levels of staff, patients and the public about sensitive, complex or difficult issues
- Develop and maintain relationships that facilitate the achievement of the Senior EA's priorities and objectives
- Taking and transcribing formal minutes from Directorate level meetings
- Liaise with the Senior EA and Senior I&PC staff on day-to-day service issues and priorities
Desirable
- Extensive experience in an administrative or secretarial setting
- Ability to gather, analyse and interpret data and information from both electronic and paper-based sources
- Analyse issues or problems presented by others and to make sound judgements on the actions to be taken
- Previous experience of working in an NHS environment
Skills/Abilities
Essential
- React immediately to complex events and be decisive whilst under pressure
- Able to manage time critical and sensitive projects from initiation to completion
- Able to provide an effective customer orientated response by phone face to face or in writing
- Able to deal with patients' families who may be stressed, angry or upset
Desirable
- Knowledge of the NHS and its relationships with partner organisations
- Able to design and create reports, spreadsheets, and simple databases
- Able to design, implement, operate, and maintain administration processes and systems to support the Senior EA
Person Specification
GOSH Culture and Values
Essential
Academic/Professional qualification/Training
Essential
- Knowledge and skills to degree level or equivalent
- Competent in all aspects of Microsoft Office
- Continuing Professional Development
Experience/Knowledge
Essential
- Structure and prioritise own workload to help ensure that the Senior EA's priorities and deadlines are achieved
- Develop personal performance based on an accurate understanding of existing levels of skills and knowledge
- Able to react immediately to complex events and be decisive whilst under pressure
- Able to design, implement, operate and maintain administration processes and systems to support the Senior EA
- Develop and maintain communication both written and verbal to all levels of staff, patients and the public about sensitive, complex or difficult issues
- Develop and maintain relationships that facilitate the achievement of the Senior EA's priorities and objectives
- Taking and transcribing formal minutes from Directorate level meetings
- Liaise with the Senior EA and Senior I&PC staff on day-to-day service issues and priorities
Desirable
- Extensive experience in an administrative or secretarial setting
- Ability to gather, analyse and interpret data and information from both electronic and paper-based sources
- Analyse issues or problems presented by others and to make sound judgements on the actions to be taken
- Previous experience of working in an NHS environment
Skills/Abilities
Essential
- React immediately to complex events and be decisive whilst under pressure
- Able to manage time critical and sensitive projects from initiation to completion
- Able to provide an effective customer orientated response by phone face to face or in writing
- Able to deal with patients' families who may be stressed, angry or upset
Desirable
- Knowledge of the NHS and its relationships with partner organisations
- Able to design and create reports, spreadsheets, and simple databases
- Able to design, implement, operate, and maintain administration processes and systems to support the Senior EA
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).
Employer details
Employer name
Great Ormond Street Hospital for Children NHS Foundation Trust
Address
International and Private Care
Great Ormond Street Hospital for Children
London
WC1N 3JH
Employer's website
https://www.gosh.nhs.uk/ (Opens in a new tab)
