About this role
Job summary
The post holder will provide a comprehensive Personal Assistant function to the Divisional leadership team within the Division of Surgery, alongside high-quality administrative and secretarial support to members of the Divisional Management Team.
The role will support the effective day-to-day running of divisional business through diary management, meeting coordination, and oversight of key actions and communications. Working closely with senior operational and clinical leaders, the post holder will also have opportunities to develop their understanding of divisional performance and operational processes, including exposure to areas such as data, service delivery and governance activity.
Main duties of the job
Coordinate a programme of divisional management and operational meetings within the Division of Surgery, including booking rooms, arranging virtual meetings, organising hospitality where required, preparing and distributing papers, and accurately minuting meetings.
Take responsibility for a full range of PA, administrative and organisational duties on an ongoing basis, ensuring divisional activity is well coordinated and deadlines are met.
Manage and track actions arising from meetings, following up with relevant stakeholders to support delivery of divisional priorities.
Maintain complete confidentiality at all times, exercising discretion when handling sensitive information.
Act as a professional point of contact, representing the Division of Surgery in an efficient, organised and courteous manner.
Support the Division in meeting Trust, divisional and national performance targets through effective coordination, communication and administrative support.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development Widening access (anchor institution) and employability Improving the experience of staff with disability Improving the EDI literacy and confidence of trust staff through training and development Making equalities mainstream
Job description Job responsibilities
The post holder will provide a comprehensive Personal Assistant function within the Division of Surgery, supporting the Divisional leadership team and providing high-quality administrative and secretarial support to members of the Divisional Management Team.
The role will involve coordinating a programme of divisional management and operational meetings, including the preparation and circulation of papers, accurate minute taking, and the booking of rooms, virtual meetings and hospitality as required. The post holder will take responsibility for a wide range of administrative and organisational duties on an ongoing basis, ensuring the smooth coordination of divisional business.
The post holder will be required to maintain complete confidentiality at all times and to represent the Division of Surgery in an efficient, professional and courteous manner. Through effective coordination, communication and administrative support, the post holder will contribute to the delivery of divisional objectives and the achievement of Trust and national performance targets.
Person Specification
Qualification & Training Essential
Be qualified to NVQ 3 level or equivalent experience
Experience Essential
Detailed knowledge of administrative processes within an office environment, significant experience of working within an administrative role with Personal Assistant or similar responsibilities
Desirable
Healthcare environment experience
Knowledge and Skills Essential
Excellent communication and inter-personal skills. High level of IT literacy, good working knowledge of Microsoft Excel, Word and PowerPoint. Demonstrates willingness to update skills in accordance with the needs of the service. Experience of inputting information into databases. Be able to work autonomously for and on behalf of the Division.
Personal Qualities Essential
Ability to use own initiative. Displays a calm, professional manner under pressure. Willingness to adapt to changing work patterns.
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.
Employer details Employer name Lewisham and Greenwich NHS Trust
Address University Hospital Lewisham
Lewisham High Street
London
SE13 6LH
United Kingdom
Employer's website https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)