Personal Assistant to Outer London Directorate | Central and North West London NHS Foundation Trust
| Posting date: | 09 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £32,720 - £39,769 per annum inc HCAS |
| Hours: | Full time |
| Closing date: | 09 May 2024 |
| Location: | Hillingdon, UB8 1QG |
| Company: | CNWL NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6200384/333-G-HC-AR-1336 |
Summary
The Hillingdon Management Team is seeking a proactive, confident, and experienced personal assistant to support the Outer London Directorate leadership team. This new role will provide vital support to senior leaders ensuring effective diary and email management in order to enable them to carry out their operational and managerial duties.
The post holder will be self-motivated, and work under own initiative with a flexible and adaptable approach to the job role in order to meet the changing service needs. The postholder will be have a high level of discretion and confidentiality in all aspects of their role.
The post holder will provide comprehensive high-level administrative/personal assistant support to the Outer London Directorate, including the Director of Outer London Services, the Clinical Director, and Head of Integrated Discharge.
The post holder will have excellent interpersonal and telephone skills and will be required to liaise and work across geographical professional and organisational boundaries, liaising with a range of external partners and coordinating often conflicting diaries.
The post holder will have line management of the PA/Senior Management Team Administrators for Adults and Children’s Services, undertaking 1:1 supervisions, appraisals and management of their workload. They will work in conjunction with others within the PA/SMT Administration team to ensure there is cross cover and continuity of support for the senior management team.
The postholder will have strong administrative and leadership skills and will be able to evaluate and prioritise work in a busy clinical and office environment and respond quickly to daily changes in duties or service requirements. In addition, the post holder must possess a high level of IT and literacy skills.
The post holder will be assigned a main base, but should be prepared to work flexibly across sites in order to undertake their duties.
There’s a place for you at CNWL.
We’re passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient’s own home. Patients are at the heart of everything we do.
Providing top quality care depends on our ability to employ the best people.
We’re always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we’re hoping to find our future leaders and we’ll support our staff by providing opportunities to develop your career.
With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more – whatever stage of your career you're at, there's always a place for you at CNWL.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
• To provide comprehensive administrative and executive level PA service to the Outer London Directorate.
• To act as the initial point of contact for the designated Outer London Directorate for internal staff and external organisations.
• 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 deal sensitively with calls received from patients or patient relatives regarding any issues surrounding their care or concerns they may wish to raise.
• To provide email and diary management to the Outer London Directorate.
• To provide and receive complex and sensitive information using tact and diplomacy.
• To review complex information as it arrives and manage (where possible) on behalf of the Outer London Directorate.
• To manage and prioritise conflicting tasks on behalf of the Outer London Directorate.
• To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering and ensure effective time management for the Outer London Directorate, including maintaining an effective bring forward system.
• Organise monthly meetings with Direct Reports on behalf of the Outer London Directorate.
• To manage one to one meetings and catch up meetings with the Outer London Directorate to ensure a smooth and efficient running of their diary.
• To manage the Outer London Directorate’s expenses.
• To manage online change of circumstances and leavers forms where required on behalf of the Outer London Directorate.
• To manage the process of New Starters, setting up regular meetings with the Outer London Directorate sending invitations electronically and compiling mail merges of welcome letters and new starter processes to all new staff.
• To manage community services incident reporting creating trackers, ensuring there are no breaches, chasing investigation managers, and updating DATIX to ensure deadlines are met.
• To manage and maintain trackers for Claims, complaints and Service access requests on behalf of the Outer London Directorate.
• To support with Healthroster, including recording of annual leave, absence, or sickness, printing and distribution of rotas where necessary.
• To manage Bank shifts and payments of staff as and when required.
• To provide confidential admin support to the Outer London Directorate for HR Cases where required.
• To provide support to the interview and recruitment processes on behalf of the Outer London Directorate where required.
• To provide adequate admin support to additional duties the Outer London Directorate may require at short notice.
• To organise meetings/committees, ensuring that agendas and papers are distributed in a timely manner, and catering is organised as required.
• Organise appropriate representation when Outer London Directorate cannot attend.
• To provide minute taking service and minute meetings/committees at both a corporate and local level within Outer London.
• To coordinate any actions that arise from meetings that the Outer London Directorate is responsible for.
• To organise away days or team meetings, 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 develop and maintain the Divisional all staff Communication list, drafting all staff communication emails on a weekly basis, managing the distribution lists and keeping this up-to-date for the Outer London Directorate.
• To liaise effectively with Outer London Directorate, Managers/other NHS professionals and with all external parties.
• To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required.
• Undertake word processing tasks such as letters and memos, reports, notices, and e-mails, including from dictation software.
• To provide draft correspondence to a high standard on behalf of the Outer London Directorate.
• To have the ability to use the E-procurement system and raise any queries/issues when necessary. To support procurement processes for service line, including ordering, liaison, receipting, and invoice processing.
• To undertake ad hoc or specific project work as requested.
• To circulate documentation/material in an effective and rapid manner using the communications network for staff.
• To ensure all work is completed to a high standard and in a timely manner, and that confidentiality is maintained at all times.
• To provide support, where appropriate, to other staff including diary and organising meetings.
• To line manage and oversee the Band 4 PA/SMT Administrators for Adults and Children.
• To provide message taking and general support as required within the PA Team based in Hillingdon and to assist/support/cover other Director’s PAs and cover of Divisional meetings where required.
• The post holder will be expected to familiarise themselves and comply with all personnel policies and procedures.
This advert closes on Monday 22 Apr 2024
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