Band 4 Personal Assistant - Surgery & Associated Services

The post holder will work as part of the Surgery & Associated Services Division Administration team providing support to the Divisional Director, Divisional Director of Operations & Divisional Director of Nursing, Divisional PA/Office Manager, matrons, ward managers & operations managers in the SAST Division on the Barnet site.Post holder will work as a member of the divisional support team, managing tasks & working flexibly. Post holder will also work in collaboration with administrative teams in other divisions and on other Trust sites. He/she is responsible for organising the meeting room & office space provision in conjunction with other members of the divisional operational team. The post holder will possess excellent communication and interpersonal skills and will be capable of working effectively under pressure. They will have excellent organisational skills and a high-level working knowledge of Windows-based systems. They should be capable of working to schedules and using their own initiative, whilst maintaining a high level of confidentiality and discretion at all times. The post holder will be the first point of contact for visitors to the divisional management team and will be required to liaise and communicate with senior professionals and managers from within the Trust, and externally. The post holder will also act as first point of contact for all business relating to the management team.

Manage and co-ordinate the day to day responsibilities of the Division. Manage communication between senior management team and the directorates. Provide high quality and timely administrative and secretarial support to Matrons, Ward Managers and Operational Managers on a day to day basis including; typing, arranging meetings; liaising and communicating with other departments. Completion of reports and audits; compiling presentations and spread sheets. Organise and maintain office filing systems for the Divisional team. Provide cover for the PA/Office Manager for annual and sick leave.Set up and maintain spreadsheets and provide Divisional reports as required.Prepare paperwork for meetings, including accurate printing of reports and photocopying as required. These will include Trust papers, the content of which are of a strictly confidential nature. Assist the PA/Office Manager in organising meetings including 1:1s, Appraisals andteam meetings when appropriate. Add meetings to electronic diaries. To photocopy, distribute or email all relevant correspondence as required by the operational team. To undertake such duties as may be reasonably required by the line manager/operations team/matrons/ward managers. To arrange venues, prepare Agenda, distribute information and any otheradministrative duties relating to meetings. Attendance at the meetings is also required.Typing of notes and minutes.

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 top.For more information please follow link https://www.royalfreelondonjobs.co.uk/

Please see attached job description for more information about this role and working at Royal Free London NHS Foundation Trust.

Please see attached job description for more information about this role and working at Royal Free London NHS Foundation Trust.

Education & Professional Qualifications

• Educated to GCSE level in Maths and English or equivalent
• A levels and/or secretarial qualifications and/or NVQ Level 3/RSA3 or equivalent - e.g. A / AS / Higher Grade; Advanced GNVQ / GSVQ; HND

• Experience of using advanced word processing and desktop publishing programmes
• Ability to use Microsoft packages to set up documents and spreadsheets and extract information
• Knowledge of basic financial practice and systems
• Experience of administrative, clerical wok and secretarial work
• Aware of the implications of the Data Protection Act and the need to main confidentiality
• Experience of using a bespoke software programme
• Good working knowledge of office administrative and secretarial practice and systems
• Knowledge of medical/scientific terminology

Skills and Aptitudes

• Strong organisational skills: ability to work to deadlines, prioritise tasks manage own workload
• Ability to use problem solving skills
• Good interpersonal skills
• Flexibility and ability to work under pressure
• Able to prioritise and manage own work and work without direct supervision
• Able to exercise initiative when dealing with issues within own specialist area of competence
• Ability to differentiate between matters of urgency and initial appropriate action

Personal Qualities

• Team member with a flexible approach to work, willing to adapt to changing situations

Values

• Demonstrate ability to meet Trust values

Education & Professional Qualifications

• Educated to GCSE level in Maths and English or equivalent
• A levels and/or secretarial qualifications and/or NVQ Level 3/RSA3 or equivalent - e.g. A / AS / Higher Grade; Advanced GNVQ / GSVQ; HND

• Experience of using advanced word processing and desktop publishing programmes
• Ability to use Microsoft packages to set up documents and spreadsheets and extract information
• Knowledge of basic financial practice and systems
• Experience of administrative, clerical wok and secretarial work
• Aware of the implications of the Data Protection Act and the need to main confidentiality
• Experience of using a bespoke software programme
• Good working knowledge of office administrative and secretarial practice and systems
• Knowledge of medical/scientific terminology

Skills and Aptitudes

• Strong organisational skills: ability to work to deadlines, prioritise tasks manage own workload
• Ability to use problem solving skills
• Good interpersonal skills
• Flexibility and ability to work under pressure
• Able to prioritise and manage own work and work without direct supervision
• Able to exercise initiative when dealing with issues within own specialist area of competence
• Ability to differentiate between matters of urgency and initial appropriate action

Personal Qualities

• Team member with a flexible approach to work, willing to adapt to changing situations

Values

• Demonstrate ability to meet Trust values

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.

Certificate of Sponsorship

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).

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.

Certificate of Sponsorship

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).

Employer name

Royal Free London NHS Foundation Trust

Address

Barnet Hospital

Wellhouse Lane

Barnet, Hertfordshire

EN5 3DJ

United Kingdom

Employer's website

https://www.royalfreelondonjobs.co.uk/ (Opens in a new tab)

Employer name

Royal Free London NHS Foundation Trust

Address

Barnet Hospital

Wellhouse Lane

Barnet, Hertfordshire

EN5 3DJ

United Kingdom

Employer's website

https://www.royalfreelondonjobs.co.uk/ (Opens in a new tab)