Job summary
The Lewisham & Addictions Directorate is seeking a Personal Assistant to the Borough Service Director and Clinical Director.
We are looking for an exceptional candidate with a significant level of experience of business and personal administration. You will have excellent inter-personal skills and the ability to work in a fast-paced environment. You should have excellent organisational skills and an ability to work under your own initiative. In return you will have full support and an individual development programme to enhance your career.
This new and varied role offers excellent opportunities to gain experience and skills across a variety of different settings.
We encourage you to apply if you have highly developed communication skills, are an imaginative and strategic thinker, and are creative and determined in your approach.
For further details, please refer to attached JD.
Main duties of the job
- To take responsibility for correspondence and reports including drafting and typing of letters and reports requiring high levels of concentration in a busy office environment
- Preparing material, presentations etc for meetings/conferences, using various software packages
- Maintenance of the Service Director, Deputy Service Director and Medical Lead's diaries, including arranging meetings, making appointments, managing brought forward, filing systems and databases
- Ensuring effective diary and time management for the Service Director, Deputy Service Director and Medical Lead to ensure that preparations are made for meetings including briefings where appropriate.
For further details please refer to attached JD.
About us
We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family. We want you to feel like you are part of a close-knit team at SLaM. It's important to us that you feel valued and appreciated and that is why we have a comprehensive benefits package on offer.
Some of our benefits are highlighted here:
- Generous pay, pensions and leave, we offer a comprehensive pay, pensions and leave package, which is dependent on the role and length of service.
- Work life balance, flexible working and supporting a range of flexible options, such as: part-time working and job sharing.
- Career development, there are plenty of opportunities to progress your career and we support your development through a number of programmes such as leadership, mentoring, coaching, positive people management, collective leadership and other talent programmes
- Car lease, our staff benefit from competitive deals to lease cars
- Accommodation, eligible staff benefit from keyworker housing which is available on selected sites
- NHS discounts, with discounts up to 10% from a variety of well-known retail brands through Health Service Discounts website.
Job description
Job responsibilities
- To appropriately deal with all enquiries in a responsive and professional manner to ensure a positive image at all times
- To liaise with all disciplines of staff, both written and outside the Trust to ensure that effective communications are maintained.
- To work as part of the administrative team supporting the Operations Directorate management team, providing cover within the admin team when necessary
- To ensure that all new staff (including temporary staff) working within the management office receive a local induction upon arrival
- To maintain contact lists on behalf of the management team, undertake any research and project work as directed, and provide support, line management and supervision to the administrative team
- To ensure that all repairs and maintenance of equipment is reported and appropriate action taken
- To undertake Fire Warden training and associated responsibilities
For further details please refer to attached JD.
Job description
Job responsibilities
- To appropriately deal with all enquiries in a responsive and professional manner to ensure a positive image at all times
- To liaise with all disciplines of staff, both written and outside the Trust to ensure that effective communications are maintained.
- To work as part of the administrative team supporting the Operations Directorate management team, providing cover within the admin team when necessary
- To ensure that all new staff (including temporary staff) working within the management office receive a local induction upon arrival
- To maintain contact lists on behalf of the management team, undertake any research and project work as directed, and provide support, line management and supervision to the administrative team
- To ensure that all repairs and maintenance of equipment is reported and appropriate action taken
- To undertake Fire Warden training and associated responsibilities
For further details please refer to attached JD.
Person Specification
Educational Qualification
Essential
- Educated to degree level or equivalent demonstrable experience
- Evidence of secretarial qualifications or equivalent demonstrable experience
- Evidence of on-going professional development
Desirable
- Experience as a PA to a Director
Experience
Essential
- Experience of line management responsibilities
- Experience of working in management or executive team supporting individual projects and administration
- Experience of minute taking
- Evidence of project management experience and managing multiple project simultaneously
Desirable
- Experience of working in an NHS environment or alongside people with mental health problems
Skills & Abilities
Essential
- Excellent organisational and administrative skills with a high level of accuracy
- Ability to quickly understand complex concepts and prioritise accordingly
- Ability to use Microsoft Office and/or evidence of training in MS Office applications
- Excellent communication and interpersonal skills in order to build and maintain positive working relationships both internally and externally to the Trust
- Ability to work as part of a team
- Ability to work under own discretion and initiative with a methodical and organised approach, without supervision
- Proven ability to meet deadlines and work under pressure with skills relating to prioritisation, delegation and time management
- Ability to communicate effectively and appropriately, both written and verbally, with a wide range of people both internally and externally to the Trust
- Accurate keyboard skills, typing speed of 50wpm and copy typing skills
- Ability to work in an environment where some light physical effort may be required
- Ability to quickly understand complex concepts and prioritise accordingly
Personal attributes and other skills
Essential
- Understanding of sensitivity and confidentiality of much of the Service Director's work, and handling such work in an appropriate manner
Person Specification
Educational Qualification
Essential
- Educated to degree level or equivalent demonstrable experience
- Evidence of secretarial qualifications or equivalent demonstrable experience
- Evidence of on-going professional development
Desirable
- Experience as a PA to a Director
Experience
Essential
- Experience of line management responsibilities
- Experience of working in management or executive team supporting individual projects and administration
- Experience of minute taking
- Evidence of project management experience and managing multiple project simultaneously
Desirable
- Experience of working in an NHS environment or alongside people with mental health problems
Skills & Abilities
Essential
- Excellent organisational and administrative skills with a high level of accuracy
- Ability to quickly understand complex concepts and prioritise accordingly
- Ability to use Microsoft Office and/or evidence of training in MS Office applications
- Excellent communication and interpersonal skills in order to build and maintain positive working relationships both internally and externally to the Trust
- Ability to work as part of a team
- Ability to work under own discretion and initiative with a methodical and organised approach, without supervision
- Proven ability to meet deadlines and work under pressure with skills relating to prioritisation, delegation and time management
- Ability to communicate effectively and appropriately, both written and verbally, with a wide range of people both internally and externally to the Trust
- Accurate keyboard skills, typing speed of 50wpm and copy typing skills
- Ability to work in an environment where some light physical effort may be required
- Ability to quickly understand complex concepts and prioritise accordingly
Personal attributes and other skills
Essential
- Understanding of sensitivity and confidentiality of much of the Service Director's work, and handling such work in an appropriate manner
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).
