Personal Assistant London
Job description
An opportunity has arisen within The Oncology Directorate for an accomplished Personal Assistant to provide comprehensive, high level PA and administrative support to the Clinical Director, General Manager, Deputy General Manager and Head of Nursing (DMT).
You will provide vital support to the DMT in their roles and it is essential that you have a passion for providing exceptional administrative support, be proactive, accountable and self-motivated.
To provide an efficient, comprehensive and confidential administrative and organisational service to the named individuals, helping them to manage and prioritise their time. Required to exercise independent judgements and initiative when dealing with queries and will be expected to work with minimum supervision. The post holder will carry out their duties in such a way as to make a direct and positive contribution to the department.
You will have exceptional communication and interpersonal skills, have a positive approach with the ability to work collaboratively.
Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals – Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield – as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.
We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.
We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.
We strive to recruit and retain the best staff as the dedication and skills of our employees lie at the heart of our organisation and ensure that our services are of the highest quality, safe and focused on our patients.
Duties and Responsibilities
- Provide a full PA and secretarial support service to enable him/her to carry out his/her duties in an effective and efficient manner
- Receive and provide highly complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory.
- To manage the named individuals diary effectively, analysing and prioritising appointments appropriately and making adjustments where necessary
- Undertake all planning & support activities required in respect of meetings, including preparation and distribution of agendas, collation of reports & papers, publicity, venue organisation, minute taking & production of minutes, ensuring that meetings run smoothly & efficiently and ensuring that appropriate action is taken by identified individuals
- Organise and co-ordinate relevant meetings, workshops and events requiring effective and detailed planning and organising, analysing and making judgements in respect of suitable venues
- Organise all travel arrangements, booking venues and catering arrangements meetings and conferences
- Typing of all correspondence, both clinical and administrative to include research papers, manuscripts, society involvements and committee work and produce documents, reports and letters to a high standard
- To cover other PA duties for the directorate as and when required
- Co-ordination of information flows including dealing with incoming/outgoing post, drawing any matters requiring urgent action to the attention of your manager, taking follow up action as required, sifting of incoming mail, dealing with routine correspondence and drafting responses for approval
- Undertake photocopying, duplicating and collating and any other administrative
- Implement and maintain effective manual and electronic filing systems
- Support the training of new staff in the team
- Exercise independent judgement and initiative in the absence of your manager when problems arise by taking appropriate action to resolve the problems or referring to the appropriate personnel
- Implements secretarial policies within own work area and proposes changes to working practices in own area
- Manage and acknowledge payments made to the Trust funds, receiving and checking payments, requesting invoices and keeping records as appropriate
- Responsibility for ordering stationery and any other items required for the department and act as an authorised signatory for up to £50
- A secretarial qualification such as an RSA 3 or an NVQ 3 in a relevant subject or equivalent
- Substantial experience of working as a PA within a large complex organisation such as the NHS
- Previous experience of dealing with public/clients
- Experience of working in a multi-disciplinary team
- Experience of minute taking and servicing a committee or group
- Ability to type accurately at 60wpm
- Evidence of self- motivation techniques
- Excellent IT skills, experience using the full range of Microsoft Office Suite
- Ability to work on own initiative and with minimal supervision
- Ability to develop good working relationships with colleagues at all levels
- Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight
- Understanding of confidentiality and its application and maintenance in the
- Willingness to learn new processes and systems of work
- Must be self disciplined, reliable, trustworthy, highly motivated, enthusiastic, discrete
