Personal Assistant to Associate Director and Heads of Midwifery
Band 4
Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley.We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.
Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.
We have recently launched our new vision and values to mark the LGT10 – the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.
Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as “good” or “outstanding” in over three-quarters of the services inspected by the Care Quality Commission.
Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.
LGT is a centre for the education and training of medical students enrolled with King’s College London’s GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.
We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.
Job overview
We are looking for an exceptional PA to provide comprehensive and full administrative, clerical and secretarial support to the cross-site Associate Director of Midwifery and Heads of Midwifery and site-based Midwifery Matrons, in order to provide an efficient and cost effective service.
As well as having excellent communication skills and organisational abilities you will need to be a team player and have advanced IT skills, experience of working in a pressurised environment and the ability to work autonomously, prioritising your own workload and acting on your own initiative.
You will have the ability to undertake a large proportion of administrative duties exercising own initiative, discretion and skill. You will be a fantastic team player who can work flexibly with the Assistant Service Manager to ensure key daily/weekly/monthly tasks and reports are completed on time.
You must have a degree or equivalent in a relevant subject or significant previous proven experience of working in a similar area or you will not be shortlisted.
This post may close early if enough applications are received
Main duties of the job
You will be required to maintain confidentiality, adhere to information governance and ICT Security Policy by maintaining information sensitively, demonstrate discretion and respect at all times.
You will be able to communicate effectively with all members of the midwifery team, supporting and promoting teamwork through effective dissemination of information in addition to communicating
effectively with other departments, agencies and patients when appropriate and providing hospitality as required.
You will have the responsibility for the management of various administrative tasks on behalf of the Associate Director of Midwifery and Heads of Midwifery/Site Leads as well as for the input and maintenance of good quality data.
You will ensure deadlines are met and papers are available in sufficient time for distribution whilst providing a high quality, comprehensive and responsive secretarial and administrative support for all of the Midwifery Department as required, including typing, photocopying, scanning, filing and completing online e-forms, printing out copy and filing for reference before submitting.
Working for our organisation
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
* Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
* Widening access (anchor institution) and employability
* Improving the experience of staff with disability
* Improving the EDI literacy and confidence of trust staff through training and development
* Making equalities mainstream
Detailed job description and main responsibilities
Please see JD for full details.
To include and not limited to:
Key Networks
* The Associate Director of Midwifery
* The Heads of Midwifery
* The Women’s and Sexual Health Divisional Managerial Team
* Clinical Directors for the Division
* Midwifery and Nursing Personnel
* Other Secretarial and Clerks in the Department
* The Trust Executive Team
* The HR Advisor to the Service
Main duties and responsibilities
* Maintain confidentiality, adhere to information governance and ICT Security Policy by maintaining information sensitively, demonstrate discretion and respect at all time.
* Communicate effectively with all members of the midwifery team, supports and promotes teamwork through effective dissemination of information.
* Communicate effectively with other departments, agencies and patients when appropriate and provide hospitality as required.
* The responsibility for the management of various administrative tasks on behalf of the Associate Director of Midwifery and Heads of Midwifery/Site Leads.
* To have responsibility for the input and maintenance of good quality data.
* Ensure deadlines are met and papers are available in sufficient time for distribution.
* To provide a high quality, comprehensive and responsive secretarial and administrative support for all of the Midwifery Department as required, including typing, photocopying, scanning, filing and completing online e-forms, printing out copy and filing for reference before submitting.
* To ensure that stationery of office equipment is used efficiently, appropriately and cost effectively.
* To take minutes of meetings as required.
* To take responsibility for a complex and varied workload ensuring the efficient co-ordination, prioritisation and achievement of short and long term goals.
Person specification
Qualifications and Training
* Educated to Degree level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
* Multiverse certificate of completion
Experience
* Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
* Knowledge of administrative procedures, project management or information analysis.
* Basic knowledge of project principles.
* Previously worked in similar position within the public sector.
Knowledge and Skills
* Excellent time management skills with the ability to re-prioritise.
* Excellent communication skills and able to convey complex information on administrative matters, requiring developed interpersonal and oral/ written communication skills.
* Proven Excel experience and able to represent data sets in different formats
* Advanced keyboard skills, use of a range of software
* Ability to work without supervision.
* Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
* Ability to pull together comprehensive draft reports, data and letters. Negotiating, networking and persuasive skills.
* Has completed Excel teaching package (certified) or equivalent
Personal Qualities
* Commitment to and focused on quality, promotes high standards in all they do.
* Able to make a connection between their work and the benefit to patients and the public.
* Consistently thinks about how their work can help and support clinicians and frontline staff deliver better outcomes for patients.
* Values diversity and difference, operates with integrity and openness.
* Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others.
* Consistently looks to improve what they do, look for successful tried and tested ways of working, and also seeks out innovation.
* Actively develops themselves and supports others to do the same.
* Understanding of and commitment to equality of opportunity and good working relationships.
* An ability to maintain confidentiality and trust and an awareness of information governance requirements and data protection
* Professional, calm and efficient manner
* Commitment to continuing professional development
We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.
As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women’s staff networks to bring staff together and celebrate diversity across our whole workforce.
Please note that sponsorship under the Skilled Worker route is subject to Trust allocation and UK Visas and Immigration (UKVI) approval.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
To ensure fairness and manageable shortlisting processes, some vacancies may have an application cap. This means the vacancy will close once a set number of applications have been received even if this happens before the advertised closing date.
We recommend applying as early as possible to avoid missing out. All applications received before the cap is reached will be considered equally and assessed against the person specification.
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