Job overview

The post holder will work as part of the Surgery & Associated Services Division Administration team providing support to the Divisional Director, Divisional Director of Operations & Divisional Director of Nursing, Divisional PA/Office Manager, matrons, ward managers & operations managers in the SAST Division on the Barnet site. Post holder will work as a member of the divisional support team, managing tasks & working flexibly. Post holder will also work in collaboration with administrative teams in other divisions and on other Trust sites. He/she is responsible for organising the meeting room & office space provision in conjunction with other members of the divisional operational team. The post holder will possess excellent communication and interpersonal skills and will be capable of working effectively under pressure. They will have excellent organisational skills and a high-level working knowledge of Windows-based systems. They should be capable of working to schedules and using their own initiative, whilst maintaining a high level of confidentiality and discretion at all times. The post holder will be the first point of contact for visitors to the divisional management team and will be required to liaise and communicate with senior professionals and managers from within the Trust, and externally. The post holder will also act as first point of contact for all business relating to the management team.

Main duties of the job

Manage and co-ordinate the day to day responsibilities of the Division. Manage communication between senior management team and the directorates. Provide high quality and timely administrative and secretarial support to Matrons, Ward Managers and Operational Managers on a day to day basis including; typing, arranging meetings; liaising and communicating with other departments. Completion of reports and audits; compiling presentations and spread sheets. Organise and maintain office filing systems for the Divisional team. Provide cover for the PA/Office Manager for annual and sick leave. Set up and maintain spreadsheets and provide Divisional reports as required. Prepare paperwork for meetings, including accurate printing of reports and photocopying as required. These will include Trust papers, the content of which are of a strictly confidential nature. Assist the PA/Office Manager in organising meetings including 1:1s, Appraisals and team meetings when appropriate. Add meetings to electronic diaries. To photocopy, distribute or email all relevant correspondence as required by the operational team. To undertake such duties as may be reasonably required by the line manager/operations team/matrons/ward managers. To arrange venues, prepare Agenda, distribute information and any other administrative duties relating to meetings. Attendance at the meetings is also required. Typing of notes and minutes.

Detailed job description and main responsibilities

Please see attached job description for more information about this role and working at Royal Free London NHS Foundation Trust.

Applicant requirements

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.

Person specification:

Values

Essential

• Demonstrate ability to meet Trust values

Experience

Essential

• 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

Desirable

• Good working knowledge of office administrative and secretarial practice and systems
• Knowledge of medical/scientific terminology

Personal Qualities

Essential

• Team member with a flexible approach to work, willing to adapt to changing situations

Skills and Aptitudes

Essential

• 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

Education & Professional Qualifications

Essential

• Educated to GCSE level in Maths and English or equivalent

Desirable

• A levels and/or secretarial qualifications and/or NVQ Level 3/RSA3 or equivalent - e.g. A / AS / Higher Grade; Advanced GNVQ / GSVQ; HND