Personal Assistant

Queen Victoria Hospital NHS Foundation Trust; East Grinstead; On-site; GBP 25,000 - 30,000; Full time

Job summary

A specialist NHS hospital is seeking an Administrative Assistant to support the Deputy Chief Operating Officer and General Managers. This role involves managing documents, arranging meetings, and maintaining office systems while handling sensitive information confidentially. The ideal candidate will have strong organizational skills and experience in a similar role, with proficiency in MS Office applications. This position is located in East Grinstead, providing a dynamic work environment in a reputable healthcare setting.

Qualifications

• Significant experience working at a senior level for Directors, including diary management.
• Strong administrative and organisational experience to resolve non-routine queries.
• Knowledge of NHS procedures and executive assistant responsibilities.

Responsibilities

• Coordinate reports and gather information from various sources.
• Arrange meetings and document agendas and minutes.
• Provide confidential support dealing with sensitive information.

Skills

Organisational skills

Communication skills

Confidentiality

Time management

Education

QCF (NVQ) level 3 in Secretarial or Business Administration

Further diploma or graduate level qualification

Tools

MS Office (Word, Powerpoint, Excel, Outlook)

Job description

The primary function is to provide an efficient and comprehensive administrative and business support service for the Deputy Chief Operating Officer, General Managers and Community Diagnostic Unit.

Main duties of the job

To co-ordinate reports, gathering and formatting information from a number of sources and according to agreed deadlines

Arrange meetings and appointments including organising venues and refreshments, greeting visitors as required, prepare agendas and required documentation, take minutes and distribute in a timely manner, manage follow-up actions and record information as required and liaising with people at all levels both internal and external to the organisation

To carry out duties without supervision, prioritising own workload and adhering to deadlines using own initiative

Provide support for specific projects through research, minute taking, general coordination and effective communications

To provide, receive and present information of a highly confidential, sensitive or contentious nature either verbally, in writing or an electronic format, to appropriate forums

Establish and maintain efficient and up to date filing systems for the prompt retrieval of information and documentation when required

Organise and maintain the office systems, including maintenance of filing systems and photocopying

To undertake any other reasonable duties, responsibilities or projects requested by the Executive Management team commensurate with this role as and when required

About us

Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.

We specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise.Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services.Patients consistently rate QVH amongst the top hospitals in the country for quality of care.

Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.

Job responsibilities

Provide a discrete and confidential support role using own initiative, dealing with personal and sensitive information on a regular basis, and seek advice/ support from colleagues as appropriate

Deal with all telephone calls, email, postal correspondence and acknowledgement, and routine enquiries in an appropriate manner, drafting replies on behalf of team members as required, and organising priorities and relaying information in a timely manner

To co-ordinate reports, gathering and formatting information from a number of sources and according to agreed deadlines

Transcribe letters, documents, presentations, data and reports using written or audio methods and various IT packages, and initiate own correspondence where appropriate, all to an advanced standard of accuracy and presentation within required timescales

To work collaboratively with Executive Assistants to promote effective management of priorities, workflow, and management of diaries and travel arrangements

Arrange meetings and appointments including organising venues and refreshments, greeting visitors as required, prepare agendas and required documentation, take minutes and distribute in a timely manner, manage follow-up actions and record information as required and liaising with people at all levels both internal and external to the organisation

To maintain Deputy Chief Operating Officer and General Managers (and, if appropriate, delegate colleagues) annual leave, special leave, sickness absence and all other absences on Health Roster

To maintain Deputy Chief Operating Officer and General Managers (and, if appropriate, delegate colleagues) appraisal, statutory and mandatory training records and inform where action must be taken, in line with the Trust requirements as and when required

To carry out duties without supervision, prioritising own workload and adhering to deadlines using own initiative

Provide support for specific projects through research, minute taking, general coordination and effective communications

To provide, receive and present information of a highly confidential, sensitive or contentious nature either verbally, in writing or an electronic format, to appropriate forums

To publish and update accurate information on the Trusts Intranet and website as and when required in accordance with the relevant policies

Maintain core communications databases and contact lists

Establish and maintain efficient and up to date filing systems for the prompt retrieval of information and documentation when required

Organise and maintain the office systems, including maintenance of filing systems and photocopying

To undertake any other reasonable duties, responsibilities or projects requested by the Executive Management team commensurate with this role as and when required

Person Specification

Qualifications

• QCF (NVQ) level 3 in appropriate Secretarial or Business Administration field, or combination of education and able to demonstrate knowledge within this field through practical experience
• Further diploma or graduate level qualification

Experience

• Relevant and significant experience of working at a senior level for a Director or group of directors including diary management and formal minute taking to a high standard
• Evidence of strong administrative and organisational experience and/ or office practices to be able to resolve non-routine queries
• Experience of working across multiple disciplines and on a range of activities
• Dealing with sensitive organisational issues

Knowledge

• Knowledge of full range of executive assistant procedures, including minute taking
• Knowledge of the NHS

Skills

• Fully conversant with MS Office applications (Word, Powerpoint, Excel, Outlook and Intranet/ Internet)
• High standard and quality of communication/presentation and accuracy whilst working within strict deadlines and conflicting priorities

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.