Personal Assistant

Trust Wide; Greater London; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

Flexible working

Career development

Wellbeing support

Job summary

Imperial College Healthcare NHS Trust is seeking a highly organised Directorate Personal Assistant to support the Cardiac Directorate. The role focuses on high-quality PA and administrative support, managing diaries, meetings, and confidential information within a busy NHS setting.

You will coordinate meetings, prepare papers, take minutes, and help produce reports and presentations while acting as a professional point of contact for internal and external colleagues.

Qualifications

• Degree or equivalent qualification or experience.
• Able to undertake confidential work.
• Confidentially manage MS Office applications.
• Ability to coordinate complex meetings.
• Ability to work under pressure with tight deadlines.
• Experience in diary management (Desirable).
• Experience working with a senior team (Desirable).
• Proven experience as a secretary/PA.

Responsibilities

• Providing high-quality PA and administrative support to the Directorate leadership team.
• Proactively managing diaries, meetings, appointments and competing priorities.
• Coordinating meetings, preparing agendas and papers, taking accurate minutes and monitoring actions.
• Supporting the preparation and coordination of correspondence, reports, presentations and other Directorate documentation.
• Acting as a professional point of contact for internal and external colleagues.
• Maintaining effective administrative systems and supporting the timely flow of information across the Directorate.
• Following up actions and deadlines on behalf of the Directorate leadership team.
• Handling sensitive and confidential information appropriately; supporting wider Directorate priorities and projects as required.

Skills

Secretarial/PA experience

Administrative systems

MS Office proficiency

Communication skills

Education

Degree or equivalent qualification or experience

Tools

Microsoft Word

Excel

PowerPoint

MS Teams

Outlook

Job description

Job overview

An exciting opportunity has arisen for a highly organised, proactive and professional Directorate Personal Assistant to join the Cardiac Directorate at Imperial College Healthcare NHS Trust.

This is a varied and important role supporting the Directorate leadership team and helping to ensure the smooth and effective day-to-day running of the Directorate.

We are looking for someone who is an excellent organiser and communicator, able to manage competing priorities, work independently and maintain a high level of professionalism and confidentiality. You will be comfortable working in a busy NHS environment, liaising with senior managers, clinical teams and colleagues across the organisation.

Main duties of the job

• Providing high-quality PA and administrative support to the Directorate leadership team.
• Proactively managing diaries, meetings, appointments and competing priorities.
• Coordinating meetings, preparing agendas and papers, taking accurate minutes and monitoring actions.
• Supporting the preparation and coordination of correspondence, reports, presentations and other Directorate documentation.
• Acting as a professional point of contact for internal and external colleagues.
• Maintaining effective administrative systems and supporting the timely flow of information across the Directorate.
• Following up actions and deadlines on behalf of the Directorate leadership team.
• Handling sensitive and confidential information appropriately.
  Supporting wider Directorate priorities and projects as required.

Working for our organisation

At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.

Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You’ll get an experience like no other and will fast forward your career.

• Benefits include career development, flexible working and wellbeing, staff recognition scheme.
• Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.

We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required. For both overviews please view the Job Description attachment with the job advert.

Person specification

Education

Essential criteria

• Degree or equivalent qualification or experience

Experience

Essential criteria

• Able to undertake confidential work
• Confidentially manage MS Office application
• Ability to coordinate complex meting
• Ability to work under pressure with conflicting/tight deadlines

Desirable criteria

• Previous experience in diary management
• Previous experience in working with a senor team

Skills

Essential criteria

• Proven experience as a secretary / PA
• Creation and use of administrative systems
• Advanced experience of using Microsoft Word, Excel, PowerPoint, MSTeams and Outlook
• Experience of dealing with difficult situations
• Experience of working within a multidisciplinary team

Desirable criteria

• Experience of working to a Director
• Advanced experience of Microsoft project management

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on

We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with general data protection regulation (GDPR).

Vacancy Closing Date

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please ensure you check your emails regularly as this is how we will communicate with you throughout the recruitment process. If you are shortlisted you will be contacted by email and text message (if you provide a mobile contact number).