Job overview
This role is to provide comprehensive administrative, PA support to the Care Group senior management team by assisting the planning and organisation of the management team workload.
You will be expected to prioritise their workload using judgement and initiative keeping the management team informed, when appropriate, of any decisions made or actions taken. You will be expected to recognise the high profile nature of the work of the management team and to ensure that all work is of the highest standard. You will also support the work of the management team by preparing agendas and taking minutes at meetings.
Main duties of the job
To have full autonomy for the diary management of the management team using personal judgment to plan ahead and manage commitments. To ensure effective and appropriate use of the management team time by allocating appointments using discretion and exercising significant influencing skills allowing prioritisation of their workload to meet deadlines.
To manage and action as appropriate the e-mails of the management team and take appropriate action using initiative to prioritise issues and respond on behalf of the management team when appropriate.
To facilitate meetings by arranging venues/facilities, prepares agenda and circulate relevant papers. To attend meetings when required, taking, transcribing and distributing accurate minutes and following up any actions deemed appropriate.
To make travel arrangements for the management team when requested.
To assist in the vacancy approval process by maintaining a record of vacancies and dealing with approved vacancies following panel meetings.
To monitor statutory mandatory training and PDRs for the directorate highlighting to staff and line managers where it has been identified that training/PDRs are out of date.
To manage a bring-forward and filing system, which provides the management team with the necessary paperwork for all meetings, ensuring that any additional materials are sourced and available. This may be from a range of sources including other managers, other health systems or other partnership agencies.
To assist in producing presentations as required and to use initiative to determine style taking account of the nature of the intended audience.
To monitor the financial management system for invoices relating to the management team. To ensure that all invoices are signed off and recorded for future reference.
To provide business support to other members of the management teams when required.
To manage specific projects as identified by the management team.
To develop and maintain systems for document management for the management team.
Preparing and typing reports, documents and correspondence on behalf of the management team.
To assist in the procurement of equipment and supplies for the directorate where necessary.
To provide support to the management team developing clinical governance assurance and procedures.
Assist the management team in responding to the quarterly reports on risk management from a directorate perspective.
To assist the management team in gathering information for responses to complaints.
To assist the management team in monitoring the completion of discharge summaries and clinic letters ensuring they are completed within set time frames.
To work as part of a team and to provide cover for other PAs within the other directorate and management teams during times of absence in order to maintain the smooth operation of the office.
To complete the necessary training to become a Loggist for major incidents and to take notes as and when is needed.
To deal with all telephone enquiries from staff, public and outside agencies.
To carry out other relevant duties as instructed by the management team.
Working for our organisation
GOSH is committed to recruiting the best person for the job, based solely on their ability and individual merit as measured against the criteria for the role; through a process that is fair, open, consistent and free from bias and discrimination.
We are committed to being a diverse and inclusive employer and foster a culture where all staff are valued, respected and acknowledged. All applicants will receive consideration for employment without regard to race, colour, national origin, religion, sexual orientation, gender, gender identity, age, disability status or length of time spent unemployed.
We particularly welcome applications from BAME communities, people with disabilities and/or long-term health conditions and LGBT+ community members.
We have policies and procedures in place to ensure that all applicants and employees are treated fairly and consistently. We are proud to be accredited as a Disability Confident Employer, a member of Business Disability Forum and a Stonewall Diversity Champion.
We have active and Executive supported BAME, LGBT+ and Allies, Disability and Long-Term Health Conditions and Women’s staff networks. Staff networks are employee-led groups formed around interests, issues and a common bond or background. Staff network members create a positive and inclusive work environment at Great Ormond Street Hospital by actively contributing to the Trust’s mission, values and efforts specific to inclusion. All of our staff networks are open to any employee.
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 documents please view the attachment/s below.
Person specification
Academic/Professional qualification/Training
Essential criteria
- Educated to GCSE standard or equivalent (including English and maths)
- PA/administrative qualification (or demonstrable experience ideally in a health-related setting)
Desirable criteria
- NVQ Level 3 or equivalent working experience
Skills
Essential criteria
- Advance use of Word, Excel & Power Point
- Ability to work under pressure and to perform to tight deadlines
- Minute taking skills
- Excellent time management/ communication/ organisational skills with the ability to organise and prioritise own workload
- Electronic diary management skills
Experience/Knowledge
Essential criteria
- Excellent interpersonal skills, building good customer relations across the Trust and with external organisations
- Experience of taking minutes
Desirable criteria
- Working in an NHS organisation
Personal Assistant to the Core Clinical Services Care Group Triumvirate in London employer: Great Ormond Street Hospital
Great Ormond Street Hospital is an exceptional employer, offering a dynamic work environment where innovation meets compassion. With a strong focus on employee wellbeing, you will benefit from generous annual leave and health schemes, while also having the opportunity to collaborate with diverse teams in a hybrid setting that promotes work-life balance. Join us to make a meaningful impact in the lives of children and families, while advancing your career in a supportive and rewarding atmosphere.
Contact Details:
Great Ormond Street Hospital Recruitment Team
