Divisional Personal Assistant

TN United Kingdom; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An exciting opportunity has arisen for a creative and self-motivated individual to join a community-focused healthcare provider in London. In this role, you will provide vital administrative support to the senior leadership team, ensuring smooth operations within the Surgery division. Your responsibilities will include managing schedules, organizing meetings, and handling sensitive information. This position is ideal for someone with a background in administration or secretarial work, who thrives under pressure and is eager to contribute to a team dedicated to improving patient care. Join a dynamic organization that values respect, compassion, and inclusion.

Qualifications

• Experience in an administrative role with Personal Assistant responsibilities.
• Detailed knowledge of administrative processes within an office environment.

Responsibilities

• Provide comprehensive PA/administrative support to the senior leadership team.
• Co-ordinate divisional management meetings and maintain office systems.

Skills

Communication Skills

Interpersonal Skills

IT Literacy

Organizational Skills

Problem Solving

Education

NVQ Level 3 or Equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

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Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley.We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.

Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.

We have recently launched our new vision and values to mark the LGT10 – the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.

To achieve this we value Respect, Compassion, and Inclusion; Being accountable over staying comfortable; Listening over always knowing best; and Succeeding together over achieving alone.

Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as “good” or “outstanding” in over three-quarters of the services inspected by the Care Quality Commission.

Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.

LGT is a centre for the education and training of medical students enrolled with King’s College London’s GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.

We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.

An exciting opportunity has arisen for a creative, enthusiastic and self-motivated individual to provide a comprehensive PA/administrative service to the senior leadership team within the Surgery division. Reporting directly to the Divisional Director of Operations, you will need to demonstrate a high level of communication and interpersonal skills in dealing with a wide range of NHS staff and external agencies. The postholder will be expected to work independently and manage and prioritise their own workload in line with the objectives of the senior management team.

The role would suit someone from a secretarial background, or experience in a similar role with in depth knowledge of business administration systems and processes. To be successful in this challenging but rewarding role you will need to be confident working with senior level staff, you will thrive under pressure, have the drive and courage to solve problems, have proven IT experience and the ability to engage with a range of stakeholders. NHS experience is ideal but not essential.

Main duties of the job

The post holder will be expected to bring their skills, knowledge and experience to support the senior leadership team by providing an efficient, comprehensive secretarial and administrative support service.

Key responsibilities for the post holder include:

• Proactive forward planning of senior leadership team priorities
• Co-ordinating a key series of divisional management, governance and operational meetings. Booking of rooms and hospitality, preparing agendas, circulating papers according to an established timetable, high quality minute taking and follow up of actions
• Co-ordinating and managing effective office systems including the maintenance of personal and divisional filing systems, locating and updating departmental information efficiently and effectively
• Dealing with confidential and often sensitive information relating to staff and services

Working for our organisation

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

Detailed job description and main responsibilities

·Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Divisional Management Team (DMT).

·Maintain the electronic diary for the DMT, using independent judgement to make necessary revisions and liaising with all relevant parties.

·Organise refreshments/catering as and when required.

·Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate lead.

·To be responsible for maintaining and updating office systems including filing.

·Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers, and ensuring further action is addressed.

·Draft papers and electronic correspondence as requested.

·Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring onwards.

·Operate a “bring forward” system and take autonomous action in chasing outstanding issues.

·In all matters to inform members of the DMT of actions taken on their behalf.

·Provide minute taking for DMT meetings where appropriate.

·Take responsibility for all organisational requirements for the smooth running of the Division.

·Assist with the monitoring of activity within the Division and to assist the DMT to ensure targets are achieved.

·To work closely with the Information Department in the introduction of improved systems and to include regular reports as appropriate.

·Update electronic tracking systems such as for Annual Leave and Sickness for the Division formatting and populating databases as required.

·Use and organising maintenance of pc(s), photocopier, fax machine

·Ordering (electronically via SBS) equipment, stationery, uniforms etc as required by the Division

Person specification

• •Be qualified to NVQ 3 level or equivalent experience

Experience

• •Detailed knowledge of administrative processes within an office environment
• •Significant experience of working within an administrative role with Personal Assistant or similar responsibilities
• •Healthcare environment experience

Knowledge and Skills

• •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.
• •Able to work autonomously for and on behalf of the Division.

Personal Qualities

• •Ability to use own initiative. •Displays a calm, professional manner under pressure.
• •Willingness to adapt to changing work patterns.

We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.

As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women’s staff networks to bring staff together and celebrate diversity across our whole workforce.

Please note, not all roles will meet the criteria for a skilled worker visa.