Job summary
We are seeking to recruit an experienced candidate to provide PA and administrative support to senior managers in the Adult Community Physical Health Services Directorate Senior Management Team. Working within a team of PAs you will have excellent communication and organisational skills and the ability to manage competing demands.
Oxleas NHS Foundation Trust provides a wide range of health and social care services for people living in the London boroughs of Bexley, Bromley and Greenwich. The ACPHS Senior Management Team oversees physical health services across Bexley and Greenwich boroughs.
This role requires the successful candidate to liaise with key stakeholders across Bexley and Greenwich, co-ordinating meetings and managing diaries which are key functions within the role.
Main duties of the job
Specific skills required include the ability to effectively manage diaries, produce high quality meeting minutes, be proficient in the use of Word, Excel and Powerpoint and ideally have knowledge of Healthroster.
We are seeking an enthusiastic and committed candidate who would welcome the opportunity to develop their administrative skills within a PA role.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
- Provide high quality PA/administration support to the Directorate Management Team and nominated senior management team members.
- Effective diary management; scheduling/prioritising appointments both regular and ad hoc meetings with internal and external persons; arranging 1:1s, PDRs for direct reports and managing diary conflicts in advance, using initiative and negotiation skills.
- Produce agendas, collate and distribute papers/electronic bundles for meetings. Take and transcribe formal minutes of meetings and distribute in a timely manner; an advanced level of IT packages including Word, Excel, Power Point is required for complexity of work. Ensure that all relevant papers are available for meetings and proactively chase accordingly.
- Act as first point of contact for key senior management colleagues. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries.
- Monitor/screen all telephone calls to the Directorate Management Team and maintain an efficient system to ensure messages are forwarded to appropriate personnel within the Directorate in a timely manner. In particular, ensure complaint calls are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people and organisations, therefore negotiating skills are required.
- Typing/formatting of reports, letters, e-mails, presentations and letters by copy or audio.
- Manage incoming and outgoing mail and email, take appropriate action, identifying any action required, using own initiative when assessing priorities.
- Maintain personnel/HR reporting requirements ie sickness/annual leave for the administrative office and senior managers using Health Roster.
- Handling both routine and urgent matters using initiative and with minimal supervision.
- Ordering of stock and supplies ensuring stock items are replenished and readily available and ordering approved for non-stock items.
- Manage and maintain effective office filing and data systems.
- To manage complex and sensitive requests, to solve problems, take responsibility and think independently; to respond to sudden unexpected demands appropriately ensuring within the context of the role in the absence of members of the management team.
- Receive visitors for the Directorate, organising refreshments for visitors and various ad hoc meetings.
- Work as part of the wider administrative/business office team, liaising with other PAs and colleagues in a friendly and efficient manner and share covering workloads/answering telephones etc as directed by the Administration Manager.
- Maintain confidentiality at all times and abide by the Data Protection Act. Be familiar with the Trusts Policies and Procedures, adhering strictly to all Health and Safety Guidelines.
- Other duties as may be reasonably expected consistent with the role and status of the position.
Job description
Job responsibilities
- Provide high quality PA/administration support to the Directorate Management Team and nominated senior management team members.
- Effective diary management; scheduling/prioritising appointments both regular and ad hoc meetings with internal and external persons; arranging 1:1s, PDRs for direct reports and managing diary conflicts in advance, using initiative and negotiation skills.
- Produce agendas, collate and distribute papers/electronic bundles for meetings. Take and transcribe formal minutes of meetings and distribute in a timely manner; an advanced level of IT packages including Word, Excel, Power Point is required for complexity of work. Ensure that all relevant papers are available for meetings and proactively chase accordingly.
- Act as first point of contact for key senior management colleagues. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries.
- Monitor/screen all telephone calls to the Directorate Management Team and maintain an efficient system to ensure messages are forwarded to appropriate personnel within the Directorate in a timely manner. In particular, ensure complaint calls are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people and organisations, therefore negotiating skills are required.
- Typing/formatting of reports, letters, e-mails, presentations and letters by copy or audio.
- Manage incoming and outgoing mail and email, take appropriate action, identifying any action required, using own initiative when assessing priorities.
- Maintain personnel/HR reporting requirements ie sickness/annual leave for the administrative office and senior managers using Health Roster.
- Handling both routine and urgent matters using initiative and with minimal supervision.
- Ordering of stock and supplies ensuring stock items are replenished and readily available and ordering approved for non-stock items.
- Manage and maintain effective office filing and data systems.
- To manage complex and sensitive requests, to solve problems, take responsibility and think independently; to respond to sudden unexpected demands appropriately ensuring within the context of the role in the absence of members of the management team.
- Receive visitors for the Directorate, organising refreshments for visitors and various ad hoc meetings.
- Work as part of the wider administrative/business office team, liaising with other PAs and colleagues in a friendly and efficient manner and share covering workloads/answering telephones etc as directed by the Administration Manager.
- Maintain confidentiality at all times and abide by the Data Protection Act. Be familiar with the Trusts Policies and Procedures, adhering strictly to all Health and Safety Guidelines.
- Other duties as may be reasonably expected consistent with the role and status of the position.
Person Specification
Shortlisting
Essential
- NVQ/RSA3/AMSPAR or equivalent experience
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Essential
- Worked within a large organisation
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Essential
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Essential
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Essential
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Essential
Person Specification
Shortlisting
Essential
- NVQ/RSA3/AMSPAR or equivalent experience
Shortlisting
Essential
- Worked within a large organisation
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Essential
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Essential
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Essential
Shortlisting
Essential
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).
