Administrative Assistant/ Personal Assistant

Royal National Orthopaedic Hospital NHS Trust; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading orthopaedic hospital in the UK is seeking an experienced Personal Assistant to support the Managing Director and Senior Leadership Team. This role requires excellent organisational skills, efficient diary and email management, and the ability to handle sensitive information with confidentiality. The ideal candidate will have a proven track record in administrative roles and demonstrate strong communication skills. The position offers a dynamic work environment with opportunities for professional growth in a renowned healthcare institution.

Benefits

24/7 access to wellbeing support

Rewards & Recognition platform

Dedicated Staff Wellbeing Hub

Salary sacrifice schemes for transport

Qualifications

• Proven experience in providing high-level administrative support.
• Ability to manage complex schedules and priorities effectively.
• Excellent communication skills for liaising with various stakeholders.

Responsibilities

• Provide comprehensive organisational and administrative support to the Managing Director.
• Manage the upkeep of Practising Privileges of RNOH Consultants.
• Organise and maintain Private Care folders on the shared drive.

Skills

Organisational skills

Diary management

Email management

Project management

Communication skills

Job description

Role Summary

To provide comprehensive, high quality organisational and administrative support to the Managing Director and Senior Leadership Team to ensure that their time is used effectively and efficiently to meet the needs of the business. To manage and maintain the upkeep of the Practising Privileges of RNOH Private Care Consultants.

To provide Personal Assistant support to the Managing Director, Director of Clinical Services.

Responsibilities

• Responsibility for the provision of office management services to the Division
• To provide Administration and Operational Support to the wider Senior Management Team
• Practising Privileges and MAC, To provide Personal Assistant support to the Managing Director, Director of Clinical Services including;
• Complex diary management: assess competing priorities in order to resolve problems where there are conflicting commitments
• Email management: oversee all incoming/outgoing emails, oversee all incoming/outgoing meeting requests, flag and advise on any updates and important/urgent messages, progress and delegate requests as appropriate
• Prepare correspondence, progress/chase responses, process and source information on behalf of the Managing Director
• Manage meetings as required including preparation of the agenda, taking and distributing minutes, recording actions and ensuring their completion
• Organise and maintain Private Care folders on the shared drive
• Document control, ensuring that all templates are in current format and versions are appropriately tracked
• Management of the fourth‑floor meeting room, catering and any other special requirements
• Dissemination of postal correspondence
• Ensuring stock and stationery is properly managed
• Booking and monitoring the use of taxis and courier
• Plan and manage the induction programme for all new hires within the Division
• Train as a super user of key non‑clinical Trust systems and use this knowledge to train other team members and new hires
• Use project management skills to assist the Senior Management Team with the implementation of actions to develop and transform the Division; create action and issue logs and ensure that they are kept up to date
• Use initiative in determining the action to be taken when receiving complex queries and demonstrate an understanding of the appropriate priority
• Support the Managing Director and Senior Leadership Team in the preparation of key reports and presentations, including monthly performance review documentation, ensuring that they are accurate and presented to a high standard
• Undertake projects, research, administrative assignments, budget management and other administrative duties as required
• Create and maintain an asset register for Private Care
• Maintain a calendar of all reports and submissions due and ensure those responsible for submission are aware, reminded and compliant with the relevant timescales
• Monitor the Division's risk register and ensure that risks are appropriately tracked and managed to enable a proactive resolution
• Manage and track any complaints within the Division, ensuring that Private Care meets its obligations to respond within the specified timescales and that the response is of a high quality
• Collate key themes and learnings from feedback, complaints and incident reports and work with the Head of Operations and Director of Clinical Services to develop and implement a cycle of continuous improvement, ensuring that learnings are captured and action plans are put in place to avoid recurrence
• Manage, track and maintain practising privileges documentation for Consultants working privately at the Trust
• Assist in the onboarding of new consultants requesting private practising privileges with the RNOH Trust, following and amending SOP
• Act as a key point of contact for Consultants and their Private Medical Secretaries to coordinate the timely resolution of issues, escalating them to different Trust departments as required
• Secretary to the Medial Advisory Committee; The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system

About the Trust

The Royal National Orthopaedic Hospital NHS Trust is the largest orthopaedic hospital in the UK and a global leader in our field. We provide a dynamic working environment where we support frontline staff to implement improvements so that we can realise our vision of being a world leading neuro musculoskeletal hospital providing the best patient care and staff experience in the NHS, delivering world leading research, and offering a strong foundation of education, training and career progression. Our dedicated staff come from diverse backgrounds, and our patients benefit from the wide range of experience they bring to our Trust. The RNOH brings unrivalled expertise together in one place allowing us to deliver some of the world’s most complex and innovative care to our patients.

• Rated Good by the CQC
• Two sites, one in central London and one in Stanmore – which has recently opened The Stanmore Building, a state-of-the-art inpatient facility
• Our Research and Innovation Centre works closely with our main academic partner, University College London
• Recognised as a centre of excellence, leading on national initiatives, such as the Getting It Right First Time (GIRFT) Programme
• Further major redevelopment underway across the Stanmore site – improving and modernising our facilities to maintain our position as the UK’s leading centre for orthopaedic medicine
• In the NHS staff survey, over 90% of our staff were satisfied with the quality of care they are able to give to patients – the best result of any NHS Trust in the country
• Our staff also indicated that they had the best experience of appraisals as compared to all other NHS Trusts

Values

• Patients first, always
• Excellence, in all we do
• Trust, honesty and respect, for each other
• Equality, for all

Staff Survey Highlights

• Scored above the national average for the People Promises: "We are recognised and rewarded," "We are always learning," "We work flexibly," "We are a team," and for staff engagement
• Ranked #1 among all Trusts in North and Central London for all People Promises and themes
• Ranked #1 among all Acute Specialist Trusts for "We work flexibly."

Benefits

• 24/7 access to wellbeing support through our Employee Assistance Programme
• A Rewards & Recognition platform, offering opportunities to thank colleagues, send gifts, and access exclusive discounts
• A dedicated Staff Wellbeing Hub, providing a space to relax and recharge away from the work environment
• Salary sacrifice schemes for transport (season ticket loans, car and bike), electrical goods, and childcare

Policy

The RNOH operates a Smoke-Free Policy. Smoking is not permitted on any of the Trust's premises (including the grounds that those premises are sited on) or in any Trust owned vehicle.