Job overview
We are seeking an enthusiastic and motivated individual to work as a PA to the Deputy Divisional Director and two Divisional Nurse Directors within Cancer Services.
We require proven PA experience for this post as this role offers a varied mix of PA and general secretarial duties, ranging from typing correspondence, diary management, and minute taking, to ad-hoc tasks designed to keep things running smoothly for these senior members of staff. In return, you’ll be part of a leading Cancer Centre renowned for clinical excellence, working within a friendly yet busy and demanding multi-disciplinary setting. The ability to stay highly organised and collaborate with people at all levels is essential.
We are unable to offer sponsorship for this position.
Main duties of the job
The postholder will be responsible for the day to day management and co-ordination of all administrative functions associated with the smooth, efficient and effective running of the Division.
The postholder will provide comprehensive secretarial and administrative support to one of the Deputy Divisional Directors and two Divisional Nurse Directors within the Cancer Services Division.
To provide ad hoc support to the other administrative staff with the management office. The postholder also needs to act as a contact point for staff within the organisation and outside bodies as appropriate.
Detailed job description and main responsibilities
1. Deal confidently and appropriately with enquiries, referring to the Deputy Divisional Director an Divisional Nurse Directors where required and keeping them informed as appropriate.
2. Type all minutes, agendas and documents using Windows packages.
3. Assist in the preparation and distribution of agendas and minutes of meetings. Organise meeting documentation and attend meetings with or at the request of the and to type the minutes of these meetings.
4. Maintain up-to-date diaries for the Directors where required, including organising meetings.
5. Assist in the compilation of responses to central requests for information on the Divisional staff and services.
6. Be responsible for raising requisitions as directed, liaising with the Supplies Department and Procurement as necessary.
Person specification
Education/Qualifications
Essential criteria
7. GCSE or equivalent. Very good standard of written and spoken English
Desirable criteria
8. Educated to degree level
Experience
Essential criteria
9. Previous experience within a Senior Personal Assistant role at Senior Management level
10. Experience of minute taking and report writing
Desirable criteria
11. Experience of working within health service sector
12. Experience of managing budgets and requisitioning/ raising orders
Skills/Abilities/Knowledge
Essential criteria
13. Excellent communication skills in both written and oral
14. Good administrative/ organisational skills
15. Demonstrable ability to share information and work as part of a team
16. Ability to exercise personal responsibility/initiative within appropriate boundaries
17. Ability to work independently as well as under direction
18. Ability to meet tight deadlines
19. Highly developed literacy and numeracy skills
20. Ability to produce accurate and consistent work with attention paid to detail
21. Must be computer literate in the following applications and champion the use of IT:- Microsoft Word to a high standard, Microsoft Powerpoint, Microsoft Excel for data input and basic calculations, Microsoft Outlook, Internet
22. Ability to co-ordinate the role of others
23. Ability to use own initiative to solve straight forward problems without supervision
Desirable criteria
24. Understanding of the complexity of the NHS and knowledge of important initiatives/ policies that have shaped the NHS as well as the likely changes over the next 3-5 years
Other
Essential criteria
25. Proactive, takes own initiative
26. Willing to take ownership and accountability
27. Team player with collegiate working style and willingness to share responsibility
28. Flexible, responsive approach to work
29. Very high levels of stamina and the ability to concentrate on the most complex and challenging issues for extended periods of time, with minimum support
30. Flexibility and a willingness to assist in a wide range of tasks
31. Self-motivation
The Royal Marsden values diversity and is committed to the recruitment and retention of underrepresented minority groups. We particularly welcome applications from Black, Asian and minority ethnic candidates, LGBTQ+ candidates and candidates with disabilities.
As a Disability Confident Employer, we are working to create a workplace that enables all staff to reach their full potential. We are committed to this because we know that greater diversity and inclusion will lead to an even greater positive impact for the people we serve.
Due to the high volumes of applications we receive, we reserve the right to close any adverts before the published closing date once we have received a sufficient number of applications. We advise you to submit your application as early as possible to prevent disappointment. Please ensure your information is accurate to avoid errors with processing your application
Flu Vaccination – What We Expect of our Staff
At The Royal Marsden we have an immune compromised patient population who we must protect as much as we can against the flu virus. Each year, seasonal flu affects thousands of people in the UK. Occurring mainly in winter, it is an infectious respiratory disease capable of producing symptoms ranging from those similar to a common cold, through to very severe or even fatal disease.
The wellbeing of our staff and patients is of the upmost importance to us, and it is the expectation of The Royal Marsden that all patient-facing staff have an annual flu vaccination, provided free of charge by the Trust.
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