Job summary
Are you an enthusiastic and self-motivated team player?
An exciting opportunity has arisen withinCNWL's Sexual Health and HIV Services as a PA to the Service Directors.
We are looking for committed individuals who want to make an impact, and possess the drive and enthusiasm to help us to achieve and maintain an excellent PA service to the Service Directors.
The successful candidate will need to flexible and able to react quickly to changes as they occur, and have excellent communication skills and exceptional attention to detail.
Main duties of the job
The post-holder will be required to provide an excellent and confidential PA and secretarial support service to Directors in the Sexual Health and HIV service.
Service Directors work across different geographical sites and therefore the post holder will need to gain an excellent understanding of the services covered not only in the specific service portfolio, but also other areas of the Trust in order to support the Service Directors effectively. This will require the ability to liaise and coordinate with a large number of internal and external stakeholders.
As this post holder is often the first point of contact to the Service Director, the post holder will need to have excellent interpersonal and telecommunication skills.
Significant part of the role include minute taking, extensive email management and diary management. The individual will need excellent written and IT skills.
About us
CONFIDENTIALITY
All information concerning patients/clients and staff must be treated as strictly confidential at all times and in accordance with Trust Policies.
SAFEGUARDING
All staff have a duty to safeguard and promote the welfare of children and adults at risk of abuse. Staff should be aware of local safeguarding procedures and how to contact named professionals for advice and support as well as reporting any concerns. Staff are supported with the supervision and training needed to recognise and act on welfare concerns and to respond to the needs of children and adults. Staff have a responsibility to ensure they are up to date with any safeguarding training.
PROMOTING EQUALITY & VALUING DIVERSITY
It is the aim of the Trust to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, sexual orientation, marital/partnership status, race, religion, age, creed, colour, ethnic origin, disability, part time working status and real or suspected HIV/AIDS status and is not placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end the Trust has a Valuing Diversity in the Workplace Policy and it is for each employee to contribute to its success. As a member of staff at CNWL you have a personal responsibility to ensure and to support equality and value diversity.
Job description
Job responsibilities
- To provide a comprehensive administrative and executive level PA service to the Director, Medical Director and Deputy Director in the service portfolio
- Extensive Email Management, colour coding in priority, responding and delegating on behalf of the Director
- Ensure responses of delegation are received in timely manner and are of satisfaction
- To administer the complaints process for the post holder portfolio ensuring that draft replies are received by the Director 10 days before the due date and by the Divisional Director one week before the due date. To be aware of serious incidents and ensure they are reported on necessary systems
- To set up, administer and maintain statistical information using spreadsheets, database or dedicated Trust information systems ensuring that all information is readily available for presentation and use on a regular basis
- To organise meetings, ensuring that agendas and papers are distributed in a timely manner, and catering is organised as required
- To be able to prepare documents by copy or audio typing using Trust software, currently Microsoft Office Software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to
- To provide a high standard minute-taking service and minute meetings at both a corporate and local level
- To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering, and ensure the effective time management of the Director
- To organise seminars, conferences, training courses or other special events, as necessary, taking responsibility for all aspects of this
- To organise travel arrangements and couriers where necessary and take responsibility for the sorting and distribution of incoming mail and documents
- To liaise with HR on hearings, take notes at these meetings and to assist with any other employment related matters
- To deal with telephone calls and accurately record and pass messages appropriate, presenting a welcoming and professional image for the department and Trust; to use discretion in re-directing calls as appropriate
- To act as the initial point of contact for Directors in the post holders portfolio
- To liaise effectively with relevant internal managers/clinicians and with all external parties.
- To circulate documentation/material in an effective and rapid manner using the communications network for staff and to be responsible of the maintenance of the Sexual Health All Staff distribution list
- To work with the relevant staff to manage local communications and webpage on both the CNWL intranet and websites, this includes monitoring information added by others, adding documents such as news items and keeping regular information such as frequently asked questions and dates of meetings up to date
- To ensure all work is completed to a high standard and in a timely manner, and that confidentiality is maintained at all times.
Job description
Job responsibilities
- To provide a comprehensive administrative and executive level PA service to the Director, Medical Director and Deputy Director in the service portfolio
- Extensive Email Management, colour coding in priority, responding and delegating on behalf of the Director
- Ensure responses of delegation are received in timely manner and are of satisfaction
- To administer the complaints process for the post holder portfolio ensuring that draft replies are received by the Director 10 days before the due date and by the Divisional Director one week before the due date. To be aware of serious incidents and ensure they are reported on necessary systems
- To set up, administer and maintain statistical information using spreadsheets, database or dedicated Trust information systems ensuring that all information is readily available for presentation and use on a regular basis
- To organise meetings, ensuring that agendas and papers are distributed in a timely manner, and catering is organised as required
- To be able to prepare documents by copy or audio typing using Trust software, currently Microsoft Office Software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to
- To provide a high standard minute-taking service and minute meetings at both a corporate and local level
- To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering, and ensure the effective time management of the Director
- To organise seminars, conferences, training courses or other special events, as necessary, taking responsibility for all aspects of this
- To organise travel arrangements and couriers where necessary and take responsibility for the sorting and distribution of incoming mail and documents
- To liaise with HR on hearings, take notes at these meetings and to assist with any other employment related matters
- To deal with telephone calls and accurately record and pass messages appropriate, presenting a welcoming and professional image for the department and Trust; to use discretion in re-directing calls as appropriate
- To act as the initial point of contact for Directors in the post holders portfolio
- To liaise effectively with relevant internal managers/clinicians and with all external parties.
- To circulate documentation/material in an effective and rapid manner using the communications network for staff and to be responsible of the maintenance of the Sexual Health All Staff distribution list
- To work with the relevant staff to manage local communications and webpage on both the CNWL intranet and websites, this includes monitoring information added by others, adding documents such as news items and keeping regular information such as frequently asked questions and dates of meetings up to date
- To ensure all work is completed to a high standard and in a timely manner, and that confidentiality is maintained at all times.
Person Specification
Experience
Essential
- Degree or equivalent experience or qualification
- Experience of administration within a complex area of business supporting Director/Executive level.
- Experience of managing and minuting large and complex meetings to the highest standard.
- Scheduling and setting agendas for complex, large, multi-partner meetings.
Desirable
- Experience of a large complex health care organisation/provider
Skills
Essential
- Demonstrable skills in providing very senior level executive support and business support services to Director or Senior Manager level.
Knowledge
Essential
- Development and Implementation of office systems and procedures.
- Managing multiple, complex, electronic Diaries (familiar with Outlook Calendar).
- Experience of electronic mail and knowledge of computer networking systems.
Abilities
Essential
- Ability to produce complex notes to short deadlines.
- Be an effective communicator with excellent verbal communications and interpersonal skills, including influencing ability.
- Be able to draft correspondence including letters, reports and minutes to a high standard on behalf of senior staff.
- Be able to work in situations with multiple deadlines and demands.
- Ability to use initiative.
- Ability to work within a team setting.
- Ability to demonstrate commitment to own personal development.
- Ability to work as part of a multi-disciplinary team and switch between directors/teams.
Person Specification
Experience
Essential
- Degree or equivalent experience or qualification
- Experience of administration within a complex area of business supporting Director/Executive level.
- Experience of managing and minuting large and complex meetings to the highest standard.
- Scheduling and setting agendas for complex, large, multi-partner meetings.
Desirable
- Experience of a large complex health care organisation/provider
Skills
Essential
- Demonstrable skills in providing very senior level executive support and business support services to Director or Senior Manager level.
Knowledge
Essential
- Development and Implementation of office systems and procedures.
- Managing multiple, complex, electronic Diaries (familiar with Outlook Calendar).
- Experience of electronic mail and knowledge of computer networking systems.
Abilities
Essential
- Ability to produce complex notes to short deadlines.
- Be an effective communicator with excellent verbal communications and interpersonal skills, including influencing ability.
- Be able to draft correspondence including letters, reports and minutes to a high standard on behalf of senior staff.
- Be able to work in situations with multiple deadlines and demands.
- Ability to use initiative.
- Ability to work within a team setting.
- Ability to demonstrate commitment to own personal development.
- Ability to work as part of a multi-disciplinary team and switch between directors/teams.
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).
