PA to Clinical Director / Team Leader

NHS; City of Johannesburg Metropolitan Municipality; On-site; GBP 34 000 - 42 000; Full time

Job summary

An exciting opportunity awaits as a Personal Assistant in a forward-thinking healthcare environment. This role is crucial in providing exceptional administrative support to the Clinical Director, ensuring effective communication and organization within the team. You'll be responsible for managing appointments, drafting reports, and overseeing a team of administration staff. Join a diverse organization that values your contributions and offers a supportive atmosphere for professional growth. If you're enthusiastic, organized, and ready to make a difference in patient care, this position is perfect for you.

Qualifications

• Experience in secretarial/administration background with advanced IT skills.
• Ability to work independently and within a team under pressure.

Responsibilities

• Provide comprehensive administrative support to the Clinical Director.
• Manage diary, arrange meetings, and assist with reports and documentation.

Skills

Organisational Skills

Communication Skills

IT Skills

Minute Taking

Supervisory Experience

Education

GCSE Level or Higher

NVQ Level 3 in Management or Administration

ECDL Certification

Tools

Microsoft Office

RiO or Similar Electronic Patient Record Systems

Job description

An exciting opportunity has arisen at Broadmoor High Secure Hospital for a full-time position as Personal Assistant to the Clinical Director & Administration Team Leader.

You will be responsible for providing an accurate and comprehensive secretarial and personal assistant service to the Clinical Director to achieve a high standard of patient care. Duties will include arranging appointments for visiting professionals, organising meetings, minute taking, audio and copy typing, drafting reports and correspondence, circulating relevant documentation appropriately within agreed timescales. You will also be responsible for the line management of a team of administration staff.

Working within the administration team, applicants will need to be enthusiastic, excellent communicators, organised, and flexible in your approach to work.

We encourage applicants from diverse backgrounds and would be keen to hear how you could bring experience of diversity to your practice.

Main duties of the job

The postholder will provide comprehensive administrative and secretarial support to the Clinical Director of Broadmoor High Secure Hospital and his/her clinical team, including drafting reports, diary management, arranging appointments, organising meetings, minute taking, typing, circulating documentation, drafting letters, and assisting with monthly reports and general administration.

The Administration Team Leaders assist the Head of Administration in ensuring a high standard support service within the High Secure Services CSU, managing a team of administration staff and overseeing support frameworks across key areas to ensure all managers, staff, wards, and departments are supported effectively.

About us

West London NHS Trust is a diverse healthcare provider delivering mental health, physical healthcare, and community services. It manages Broadmoor Hospital, one of three high secure hospitals nationally, with an international reputation.

Our services care for patients from South of England and across eight London boroughs. We employ over 5,000 staff, with 59% from BME backgrounds. Our turnover for 2024-25 exceeds £500m.

The Trust is rated as 'Good' overall by the Care Quality Commission, with forensic services rated 'Outstanding'.

We are active partners in the North West London Integrated Care System and lead the NW London Children and Adolescent Mental Health provider collaborative.

Job responsibilities

The Candidate Pack provides an overview of key tasks and responsibilities, and the person specification details required qualifications, skills, experience, and knowledge. Please view the attached documents.

The person specification outlined below is not exhaustive but highlights the criteria against which your application will be assessed.

Person Specification

Qualifications and Training

• Educated to GCSE level or higher (grade C or above), RSA, NVQ Level 3 in Management or Administration, Degree or diploma in Management or Administration, or equivalent experience.
• IT qualifications in Word, Excel, or equivalent; shorthand/speed writing qualification or working towards one.
• Proficient in Microsoft Office.
• Experience in organising meetings and minute taking.
• Ability to introduce and maintain efficient office systems.
• Excellent organisational skills.
• ECDL certification.

Experience

• Advanced keyboard and IT skills; minimum typing speed 60wpm.
• Supervisory experience.
• Secretarial/administration background.
• Ability to develop administrative systems supporting the Business Plan.
• Ability to work under difficult circumstances, sustaining initiative and direction.
• Experience working within complex teams and in NHS and forensic psychiatric settings.
• Experience with RiO or similar electronic patient record systems.
• Experience in procurement, research, and audit.

Knowledge

• Confidentiality, Data Protection Act / GDPR.
• Secretarial processes and admin procedures.
• H&S issues.
• Psychiatric terminology and mental health issues.
• Willingness to learn and take on additional responsibilities.

Personal Qualities

• Excellent written and verbal communication skills.
• Ability to work independently and within a team.
• Audio and copy typing skills.
• Ability to work under pressure and exercise discretion.
• Organisational and presentation skills.
• Courteous and helpful manner with staff, visitors, and clients.
• Flexible, enthusiastic, mature, and proactive attitude.
• Ability to communicate, negotiate, and influence effectively.
• Professional presentation and methodical approach.

Disclosure and Barring Service Check

This post requires a DBS check due to its nature within a secure healthcare environment.

Salary: £34,521 to £41,956 per annum, inclusive of allowances.