Job summary
The post holder will be a highly organised, proactive, and experienced Administrative Assistant to provide comprehensive, high-level support to our senior leadership team, including interaction at the Board level. This pivotal role demands exceptional management of complex and changeable diaries, coordination of intricate national and international travel arrangements, and proficient inbox management, acting as a professional gatekeeper through effective screening of calls and emails.
Responsibilities extend to scheduling multi-stakeholder meetings, taking accurate minutes, preparing reports and presentations, and handling professional correspondence. The role also involves facilitating cross-departmental communication, contributing to project management and strategic planning initiatives, arranging events, maintaining filing systems, ordering office supplies, and providing cover for colleagues. A key function includes acting as the primary organiser for "Practicing Privileges", ensuring strict adherence and performing routine audits.
Main duties of the job
Maintain an expert understanding of the standing operating procedures for the unit's administrative management, including procedures for applying for and obtaining practicing privileges.
Managing complex schedules and appointments, making high-level decisions on diarised commitments. This includes scheduling meetings, managing calendar entries, arranging hospitality for events and meeting and booking venues on behalf of the senior leadership team.
Making travel arrangements for national and international travel, hotels and transfers.
Managing all incoming mail, (both paper and electronic) as appropriate and action as required. This will include drafting responses, personally collating information required or contacting relevant people to ensure the task is completed in a timely manner.
Preparing agendas and take meeting minutes/actions with rapid turnaround.
About us
The Royal Free London NHS Foundation Trust is one of the UK's biggest and most innovative trusts. Across three main hospitals, our dedicated army of staff care for over 1.6million patients, treat more than 200,000 in A&E, deliver over 8,000 babies and carry out more than 17million tests.Our size, scale and influence offer you unrivalled career opportunities and a forward-thinking approach to working that works around your lifestyle. From flexible hours and generous benefits, to next level training, we make it easier to take your career to the topFor more information please follow link https://www.royalfreelondonjobs.co.uk
Job description
Job responsibilities
Please see attached Job Description for more information about this role and working at royal free London NHS foundation Trust
Job description
Job responsibilities
Please see attached Job Description for more information about this role and working at royal free London NHS foundation Trust
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education & professional Qualifications
Essential
- Diploma level qualification or equivalent experience
- English and Mathematics at GCSE
- Courses / further study attended to demonstrate evidence of personal development
- Expert competency with Microsoft office suite including Outlook, Excel, PowerPoint and Word
Experience
Essential
- Experience of interacting with all levels of staff
- Experience of working with senior management level with a large and complex organization
- Previous PA or EA experience working at a senior level.
- Experience of managing and prioritising own workload and working to deadlines
- Experience in managing complex tasks
- Experience of dealing with non-routine and complex problems.
Skills and aptitudes
Essential
- Exceptional written and verbal communication skills
- Excellent organisational skills with meticulous attention to detail
- Excellent customer care practice, being polite, sympathetic, patient and diplomatic
- Understanding patient confidentiality
- Ability to confidently interact and share knowledge with staff at all levels
- Proof of continuous learning and development
- Ability to learn and assimilate information quickly
- Ability to use databases and keep large databases updated.
Personal Qualities & attributes
Essential
- Ability to maintain excellent communications channels and good customer services
- Ability to work under pressure and use own initiative to prioritise tasks
Others
Essential
- Teamwork and ability to develop strong collaborative working relationships with difference teams and relevant administrative, clinical and management staff
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education & professional Qualifications
Essential
- Diploma level qualification or equivalent experience
- English and Mathematics at GCSE
- Courses / further study attended to demonstrate evidence of personal development
- Expert competency with Microsoft office suite including Outlook, Excel, PowerPoint and Word
Experience
Essential
- Experience of interacting with all levels of staff
- Experience of working with senior management level with a large and complex organization
- Previous PA or EA experience working at a senior level.
- Experience of managing and prioritising own workload and working to deadlines
- Experience in managing complex tasks
- Experience of dealing with non-routine and complex problems.
Skills and aptitudes
Essential
- Exceptional written and verbal communication skills
- Excellent organisational skills with meticulous attention to detail
- Excellent customer care practice, being polite, sympathetic, patient and diplomatic
- Understanding patient confidentiality
- Ability to confidently interact and share knowledge with staff at all levels
- Proof of continuous learning and development
- Ability to learn and assimilate information quickly
- Ability to use databases and keep large databases updated.
Personal Qualities & attributes
Essential
- Ability to maintain excellent communications channels and good customer services
- Ability to work under pressure and use own initiative to prioritise tasks
Others
Essential
- Teamwork and ability to develop strong collaborative working relationships with difference teams and relevant administrative, clinical and management staff
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).
