Job summary
The Royal Marsden NHS Foundation Trust is a world-leading cancer centre, pioneering in cancer diagnosis, treatment, research, and education. We are seeking a highly organised, proactive, and detail-oriented Academic Personal Assistant to provide comprehensive administrative and secretarial support to a senior academic lead/team within our dynamic research environment. This part-time role is crucial in ensuring the efficient operation of academic and clinical activities, including research projects and teaching commitments.
Main duties of the job
The role of the Academic PA is key to the efficient management of the consultant firm. Patient access to healthcare professionals and subsequent treatment planning in the specialist hospital setting relies upon well-co-ordinated organisational and administrative support. The role of the Academic PA has been introduced at the Trust to strengthen the secretarial service, and this job description outlines the responsibilities that the post is likely to encompass. However, several of the posts differ in their emphasis depending upon the size of the consultant's clinical practice and administrative team, and whether he / she also has an Administrative PA and / or a Medical Secretary(s).
About us
The Royal Marsden NHS Foundation Trust is a world-leading cancer centre. Our role is to offer our patients the best cancer care available anywhere in the world, and to continue to make a global contribution to finding better ways of diagnosing and treating cancer. We employ over 4,500 staff in a diverse range of careers including nursing, medical, science, radiography, pharmacy, occupational therapy, finance and administrative services. We have two hospitals - one in Chelsea, London, and one in Sutton, Surrey - as well as a Medical Daycare Unit in Kingston Hospital.
At The Royal Marsden, we deal with cancer every day, so we understand how valuable life is. When people entrust their lives to us, they have the right to demand the very best. That's why the pursuit of excellence lies at the heart of everything we do.
At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits, learning and development opportunities and clear career pathways. There are opportunities to work flexibly across a range of areas and specialities and we welcome flexible working requests from point of hire to support employees work life balance. We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements.
Job description
Job responsibilities
For further information on this role, please see the attached detailed Job Description and Person Specification:
1.1. Diary Management: Proactive and meticulous management of consultants diary, including scheduling meetings, appointments, conferences, and travel arrangements (national and international, as required). Prioritising conflicting demands and ensuring effective time management for the academic lead.1.2. Meeting Support: Preparing agendas, collating and distributing meeting papers, taking accurate minutes, tracking action points, and ensuring timely follow-up. This may include research meetings, departmental meetings, committee meetings, and external collaborations.1.3. Communication: Acting as a primary point of contact, managing incoming communications (emails, phone calls, post) with professionalism and discretion. Drafting correspondence, reports, and other documents to a high standard. Liaising effectively with internal departments, external organisations, and national/international collaborators.1.4. Business travel and Expenses: Arranging all aspects of travel, including booking flights, accommodation, and transport. Processing expense claims accurately and in a timely manner, adhering to Trust policies.
Job description
Job responsibilities
For further information on this role, please see the attached detailed Job Description and Person Specification:
1.1. Diary Management: Proactive and meticulous management of consultants diary, including scheduling meetings, appointments, conferences, and travel arrangements (national and international, as required). Prioritising conflicting demands and ensuring effective time management for the academic lead.1.2. Meeting Support: Preparing agendas, collating and distributing meeting papers, taking accurate minutes, tracking action points, and ensuring timely follow-up. This may include research meetings, departmental meetings, committee meetings, and external collaborations.1.3. Communication: Acting as a primary point of contact, managing incoming communications (emails, phone calls, post) with professionalism and discretion. Drafting correspondence, reports, and other documents to a high standard. Liaising effectively with internal departments, external organisations, and national/international collaborators.1.4. Business travel and Expenses: Arranging all aspects of travel, including booking flights, accommodation, and transport. Processing expense claims accurately and in a timely manner, adhering to Trust policies.
Person Specification
Education/Qualifications
Essential
- GCSEs (or equivalent) including English Language and Mathematics at Grade C/4 or above
- Competent at Microsoft Excel, Word and Outlook
Desirable
- Association of Medical Secretaries, Practice Managers and Receptionists (AMSPAR) qualified or equivalent.
- European Computer Driving License (ECDL) or Equivalent
Experience
Essential
- Significant previous experience as a Personal Assistant, preferably within an academic, research, NHS, or healthcare setting.
Desirable
- Demonstrable experience of complex diary management and scheduling
Skills Abilities/knowledge
Essential
- Excellent written and verbal communication skills, with a high level of accuracy and attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) to an advanced level
- Strong organisational and time management skills, with the ability to prioritise a busy workload and meet deadlines independently.
- Ability to work autonomously and use initiative, whilst also being a strong team player.
- Discretion and the ability to handle sensitive and confidential information appropriately.
- Proactive and flexible approach to work.
- Understanding of the importance of research and academic activity in a healthcare setting. Strong organisational and time management skills, with the ability to prioritise a busy workload and meet deadlines independently.
- Ability to work autonomously and use initiative, whilst also being a strong team player.
- Discretion and the ability to handle sensitive and confidential information appropriately.
- Proactive and flexible approach to work.
- Understanding of the importance of research and academic activity in a healthcare setting
Desirable
- Experience with specific academic software (e.g., reference management software like EndNote, Zotero).
- Familiarity with NHS administrative processes and structures.
- Knowledge of medical or scientific terminology.
- Experience in supporting grant applications or research project administration.
Person Specification
Education/Qualifications
Essential
- GCSEs (or equivalent) including English Language and Mathematics at Grade C/4 or above
- Competent at Microsoft Excel, Word and Outlook
Desirable
- Association of Medical Secretaries, Practice Managers and Receptionists (AMSPAR) qualified or equivalent.
- European Computer Driving License (ECDL) or Equivalent
Experience
Essential
- Significant previous experience as a Personal Assistant, preferably within an academic, research, NHS, or healthcare setting.
Desirable
- Demonstrable experience of complex diary management and scheduling
Skills Abilities/knowledge
Essential
- Excellent written and verbal communication skills, with a high level of accuracy and attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) to an advanced level
- Strong organisational and time management skills, with the ability to prioritise a busy workload and meet deadlines independently.
- Ability to work autonomously and use initiative, whilst also being a strong team player.
- Discretion and the ability to handle sensitive and confidential information appropriately.
- Proactive and flexible approach to work.
- Understanding of the importance of research and academic activity in a healthcare setting. Strong organisational and time management skills, with the ability to prioritise a busy workload and meet deadlines independently.
- Ability to work autonomously and use initiative, whilst also being a strong team player.
- Discretion and the ability to handle sensitive and confidential information appropriately.
- Proactive and flexible approach to work.
- Understanding of the importance of research and academic activity in a healthcare setting
Desirable
- Experience with specific academic software (e.g., reference management software like EndNote, Zotero).
- Familiarity with NHS administrative processes and structures.
- Knowledge of medical or scientific terminology.
- Experience in supporting grant applications or research project administration.
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.
