Job summary
This role provides a high level of support to the Divisional PA, as well as providing support for individual pieces of work and projects for all members of the division, including the senior management team, consultant body and senior nursing team. As well as the PA aspect of the role, it's very much a Team Support role.
A large part of the role is relationship building, both with your colleagues and with staff working in other areas of the Trust.
Please note that due to the nature of the role, the majority of the post holder's time will need to be spent onsite. We do offer flexible working options however.
Main duties of the job
You will work alongside the Divisional PA to support them in the organisational tasks that the division requires. You will also be required to have a level of knowledge to explain and guide members of the division through the different systems we use at the Trust.
We expect you to be hard working, engaged and supportive towards your colleagues. You will have to learn and practice a number of different administrative and system functions, and to offer feedback and suggestions to improve the service.
You will be responsible for organising several meetings, as well as distributing documentation and taking minutes for them.
About us
University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.
We provide first-class acute and specialist services across eight sites:
We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women's health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.
We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.
Job description
Job responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
This vacancy has been advertised in accordance with the new NHS pay rate which will take effect from autumn 2024. Please note if your employment starts before the 24/25 pay scales are implemented you will be paid under the 23/24 pay scales and any backpay will be adjusted accordingly. Further information can be found athttps://www.nhsemployers.org/articles/pay-scales-202425
Come and be a part of the best NHS trust in England to work for, according to our staff*
UCLH top trust to work at in England for the second year running! : University College London Hospitals NHS Foundation Trust
*In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the second year in a row.
UCLH top trust to work at in England for the second year running! University College London Hospitals NHS Foundation Trust.
Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work.
Job description
Job responsibilities
For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
This vacancy has been advertised in accordance with the new NHS pay rate which will take effect from autumn 2024. Please note if your employment starts before the 24/25 pay scales are implemented you will be paid under the 23/24 pay scales and any backpay will be adjusted accordingly. Further information can be found athttps://www.nhsemployers.org/articles/pay-scales-202425
Come and be a part of the best NHS trust in England to work for, according to our staff*
UCLH top trust to work at in England for the second year running! : University College London Hospitals NHS Foundation Trust
*In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the second year in a row.
UCLH top trust to work at in England for the second year running! University College London Hospitals NHS Foundation Trust.
Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work.
Person Specification
Knowledge & Qualifications
Essential
- Educated to GCSE level or equivalent, including Grade C or higher in English.
- Awareness of the requirement to maintain confidentiality and knowledge of the Data Protection Act.
Experience
Essential
- Demonstrable knowledge of secretarial procedures at a high level of competence acquired through both training and experience.
- Proven experience of working in an office environment.
- Experience of working in a customer facing environment, resolving queries, and using initiative to ensure first-class service delivery.
Communication
Essential
- Able to communicate accurately and effectively with patients and colleagues, verbally and in writing.
- Able to follow instructions and complete assigned tasks.
- Able to deal with the public in person and on the phone.
- Able to support and reassure patients/carers in distress.
- Understands importance of maintaining confidentiality.
Personal and People Development
Essential
- Demonstrates understanding of own role within the team.
- Willing to produce a personal development plan with manager.
- Willing to develop self & undertake in-house study.
Health, Safety and Security
Essential
- Able to identify risk issues in immediate working environment and correct where possible or report to manager.
- Promote an awareness of incident reporting.
Service Improvement
Essential
- Able to carry out administrative and clerical duties appropriate to the work area.
Desirable
- Able to lead on service improvement initiatives in local environment.
Quality
Essential
- Willing to be responsible for managing resources efficiently and effectively.
- Able to report problems as they arise and solve them where possible.
Equality and Diversity
Essential
- Experience of customer service in a multi-cultural environment.
- Knowledge and understanding of the importance of equal opportunities.
Information processing
Essential
- Competent with software programmes including Microsoft Word, Outlook, Excel, and PowerPoint.
Desirable
- Experience of working with databases.
Information Collection & Analysis
Essential
- Able to perform basic database interrogation as requested.
- Able to collate simple datasets and present in a logical format.
Person Specification
Knowledge & Qualifications
Essential
- Educated to GCSE level or equivalent, including Grade C or higher in English.
- Awareness of the requirement to maintain confidentiality and knowledge of the Data Protection Act.
Experience
Essential
- Demonstrable knowledge of secretarial procedures at a high level of competence acquired through both training and experience.
- Proven experience of working in an office environment.
- Experience of working in a customer facing environment, resolving queries, and using initiative to ensure first-class service delivery.
Communication
Essential
- Able to communicate accurately and effectively with patients and colleagues, verbally and in writing.
- Able to follow instructions and complete assigned tasks.
- Able to deal with the public in person and on the phone.
- Able to support and reassure patients/carers in distress.
- Understands importance of maintaining confidentiality.
Personal and People Development
Essential
- Demonstrates understanding of own role within the team.
- Willing to produce a personal development plan with manager.
- Willing to develop self & undertake in-house study.
Health, Safety and Security
Essential
- Able to identify risk issues in immediate working environment and correct where possible or report to manager.
- Promote an awareness of incident reporting.
Service Improvement
Essential
- Able to carry out administrative and clerical duties appropriate to the work area.
Desirable
- Able to lead on service improvement initiatives in local environment.
Quality
Essential
- Willing to be responsible for managing resources efficiently and effectively.
- Able to report problems as they arise and solve them where possible.
Equality and Diversity
Essential
- Experience of customer service in a multi-cultural environment.
- Knowledge and understanding of the importance of equal opportunities.
Information processing
Essential
- Competent with software programmes including Microsoft Word, Outlook, Excel, and PowerPoint.
Desirable
- Experience of working with databases.
Information Collection & Analysis
Essential
- Able to perform basic database interrogation as requested.
- Able to collate simple datasets and present in a logical format.
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
University College London Hospitals NHS Foundation Trust
Address
University College London Hospital
250 Euston Road
London
NW1 2PG
Employer's website
https://www.uclh.nhs.uk (Opens in a new tab)
