About this role
Job summary
An exciting opportunity has arisen to join the Improvement Team as an administrative officer and personal assistant. We are looking for an enthusiastic and motivated individual to join our team.
In this role, you will provide high quality administrative and project support across a range of Trust-wide strategic improvement programmes including the Improvement Academy. You will also be responsible for delivering event co-ordination and provide personal assistant support to the Director of Improvement.
Main duties of the job
Based at Trust Headquarters, this role is ideally suited to a talented administrator who is keen to develop themselves as they provide a vital role in a productive improvement team.
The technical and practical skills required for the job include:
Organisational skills and the ability to adapt to changing priorities Understanding and appreciation of project management Reliability and a genuine interest in the job, coupled with a willingness to learn are essential. Proactively work in close collaboration with the Quality Improvement (QI) team and senior colleagues across the organisation Demonstrate initiative in identifying, analysing and solving problems IT literacy, including Word, Excel, PowerPoint and Outlook Data analysis skills Communication skills
About us
In return, we offer the opportunity to work within a dynamic team, a varied and engaging role, and the chance to develop project-specific knowledge and skills to support your ongoing professional development.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. "Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you don't meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Job description Job responsibilities
Please review attached Job description for more information
Functional Responsibilities
Administration Support:
Provide administrative support to the Head of Quality Improvement and the QI team on a number of Trust Strategic Programmes in line with Prince2 project management principles. Work closely with the Director of Improvement and provide Personal Assistant (PA) support to plan and organise calendar commitments across their wider portfolio. Planning and organisation of team away days, learning, training and conference events managed by the ISS Team, including liaison with venues, caterers, transport, etc. This may involve liaison with a wide number of internal and external agencies. Personal Assistant to the Director of Programmes Undertake the full range of secretarial duties for the Associate Director of Programmes including management of diaries, maintenance of appropriate filing systems, photocopying, processing all incoming mail, and ensuring that all outgoing mail is distributed efficiently and quickly. Assist the Director of Improvement in producing business reports, presentations and project work as required, including the use of information systems. Assist in an administrative role in arranging annual appraisals and monthly supervision meetings for staff within the Quality Improvement, Information Governance and Serious Incidents teams. Prepare and co-ordinate agendas for identified committees, groups and team meetings, circulate papers, take and produce formal minutes, book venues and arrange catering. Be the main point of contact for all committees, groups and meetings for which they are the lead co-coordinator.
Financial and Physical Resources:
Be responsible for the procurement and maintenance of office equipment, departmental stationery and other items within the QI team, coordinating with relevant departments e.g. Procurement, Health and Safety, Maintenance when necessary. Be responsible for arranging and managing the ISS teams supplies for use in office, workshops and training/conference events. Be responsible for the administration of purchasing via the Trust procurement system, including raising of purchase orders and arranging payment of invoices
Information Management:
Work with members of the QI Team to implement data collection systems that will provide accurate and timely data, undertaking data analysis, reporting and presentation as agreed with programme/line manager, e.g. analysis and reporting of participant feedback following training sessions. Act as the system administrator for the LifeQI system, ensuring data cleansing activities take place on a regular basis and produce appropriate reports
Person Specification
EDUCATION AND QUALIFICATIONS Essential
Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in an office-related area Knowledge of administrative procedures, project management or information analysis
Desirable
Basic knowledge of project principles Previously worked in similar position within the public sector
PREVIOUS EXPERIENCE Essential
Relevant experience of working in an administrative role Experience of working on own initiative, diary management and problem solving Experience of projects, events or conference support Experience of working in a busy office, managing competing demands and meeting deadlines
Desirable
Experience working in the NHS or a large complex multi-sited organisation Management and monitoring of a budget
SKILLS, KNOWLEDGE, ABILITIES Essential
Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/written communication skills Excellent time management skills and the ability to plan and prioritise workload and meet tight deadlines Able to work flexibly and reprioritise workload as needs arise Problem solving skills and ability to respond to sudden unexpected demands
Desirable
Ability to pull together comprehensive draft reports, data and letters. Negotiating, networking and persuasive skills
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 Central and North West London NHS Foundation Trust
Address Trust HQ
350 Euston Road
London
NW1 3AX
United Kingdom
Employer's website https://www.cnwl.nhs.uk/work (Opens in a new tab)