We are seeking a highly motivated, enthusiastic, flexible, conscientious, and kind individual to join our service as a Personal Assistant (PA). The role of an PA is to provide a comprehensive and effective administrative service to support the smooth and efficient running of the Obstetrics & Gynae department. This will include arrangement of meetings, supporting with procurement and working closely with matrons, midwives, adim staff to engage in a full range of admin duties, dealing with telephone and face to face queries in a professional and courteous manner. The post holder will be expected to work independently using their own initiative to ensure daily tasks and on-going responsibilities are prioritised and completed within agreed timeframes. The key requirements of this interesting and busy post are good administrative standards and use of own initiative to manage their workload.
Main duties of the job
This role will act as the first point of contact for any communication/correspondence relevant to the Associate Director of Midwifery and Service Manager, carry out diary management, organisation of events and meetings, preparing and formatting documents and presentations to a high standard, order supplies and carry out system updates which include recording absence and payroll changes.
Post holder will need to have good communication skills and will be responsive to the needs of the service. You will be a point of contact for patients, speciality teams and other departments for all enquiries relating to patient admissions or care.
About us
North Mid is part of North Central London integrated care system - consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS's, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.
We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George's University Grenada, and for nursing and midwifery students from Middlesex and City Universities.
Take a tour of our hospital here
Job responsibilities
1. COMMUNICATION AND WORKING RELATIONSHIPS
To communicate effectively at all levels across the Trust and with other external
stakeholders on a wide range of issues. This will involve using tact and diplomacy and seeking guidance from team members where necessary, promoting a professional corporate image at all times.
To deal effectively with queries, ensuring a prompt, accurate and polite response, acting on own initiative and deciding appropriate action as necessary.
2. MAIN TASKS
a) Support for meetings:
To organise and provide administrative support for meetings, steering groups, forums and networks. This includes the ability to take comprehensive minutes, accurately record actions and to ensure that actions are progressed and reported back in a timely manner.
To produce and circulate agendas and other relevant paperwork for meetings to the required timescales.
Booking and preparing venues, travel arrangements, refreshments, and catering as appropriate.
To assist in engagement events planning and preparation and ensuring funds are paid in time.
b) To carry out a full range of administrative duties including:
Managing diaries in a proactive manner to make maximum use of time, prioritising and rescheduling items as necessary including allowing time for travel and desk work. Ensuring all participants at meetings are kept informed about any changes to these.
Using standard MS Office software and Microsoft Teams to create and update documents to a high standard, including the creation of presentations, charts, graphs and tables. Checking reports and other documents to ensure these are of a high standard of content and presentation.
Act as the main contact for the Associate Director of Midwifery and Service Manager. Responding directly to queries and requests action on own initiative, using tact and discretion where necessary to decide how best to action calls, emails and other correspondence, referring to Manager(s) as appropriate.
Operating a comprehensive bring forward system to assist staff to manage their workload in a timely manner, prioritising and allocating tasks and chasing responses on actions where necessary, without prompting or reminding.
To record annual leave, sickness and payroll changes as directed/approved by Associate Director of Midwifery or Service Manager.
Adding vacancies to the electronic recruitment system and assist in recruitment process as advised by Associate Director of Midwifery or Service Manager.
Where appropriate within the Service(s), provide training, guidance and induction to band 2 and band 3 administrative support staff.
To receive and welcome visitors and calss in courteous manner, in lin with the Trusts values.
Writes and regulary reviews and communicates administrative procedures by attending staff meetings and through group email briefings. Makes judgements and advises others on compliance with procedures where there is any ambiguity.
c) Budget and Finance related duties
To deal with invoices and requisitions including scoping best product and value for money.
A comprehensive understanding of PECOS procurement process.
Person Specification
Education & Professional Qualifications
* Educated to GCSE level in Maths and English or equivalent
* A levels and/or secretarial qualifications and/or NVQ Level 3/RSA3 or equivalent - e.g. A / AS / Higher Grade; Advanced GNVQ / GSVQ; HND
Experience
* Experience of using advanced word processing and desktop publishing programmes
* Ability to use Microsoft packages to set up documents and spreadsheets and extract information
* Knowledge of basic financial practice and systems
* Experience of administrative, clerical wok and secretarial work
* Aware of the implications of the Data Protection Act and the need to main confidentiality
* Experience of using a bespoke software programme
* Good working knowledge of office administrative and secretarial practice and systems
* Knowledge of medical/scientific terminology
Skills and Aptitudes
* Strong organisational skills: ability to work to deadlines, prioritise tasks manage own workload
* Ability to use problem solving skills
* Good interpersonal skills
* Flexibility and ability to work under pressure
* Able to prioritise and manage own work and work without direct supervision
* Able to exercise initiative when dealing with issues within own specialist area of competence
* Ability to differentiate between matters of urgency and initial appropriate action
Personal Qualities
* Team member with a flexible approach to work, willing to adapt to changing situations
Values
* Demonstrate ability to meet Trust values
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.
£31,081 to £33,665 a yearPer Annum Inclusive of HCAS
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