Personal Assistant

6 months ago

London, United Kingdom Lewisham and Greenwich NHS Trust Full time

The post holder will provide a Personal Assistant function to the Head of Nursing and General Manager for Acute Paediatrics Services, alongside administrative and secretarial support to other member of the Divisional Management Team. The post holder will co-ordinate a key series of divisional management operational meetings by providing papers, taking minutes and the booking of rooms and hospitality as required. The post holder should take responsibility for a full range of duties and all administrative and organisational tasks on an on-going basis. The post holder is expected to maintain complete confidentiality at all times and to represent the Division in an efficient and courteous manner and contribute to the Divisional, Trust and national target achievement.
- Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Management
- Maintain the electronic diary for the HoN and GM, using independent judgement to make necessary revisions and liaising with all relevant parties.
- Organise refreshments/catering as and when
- Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate
- To be responsible for maintaining and updating office systems including
- Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers and ensuring further action is
- Draft papers and electronic correspondence as
- Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring
- Operate a “bring forward” system and take autonomous action in chasing outstanding
- In all matters to inform members of the SMT of actions taken on their
- Provide minute taking for meetings where

Lewisham and Greenwich NHS Trust is a community focused provider of local and acute care, providing high quality services to over one million people living across the London boroughs of Lewisham, Greenwich and Bexley. With a turnover of around £700 million, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham and a range of community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.

As an organisation, we’ve made significant improvements for patients and staff in the last two and-a-half years. This is reflected in our most recent Care Quality Commission (CQC) inspection (from February 2020), which found improvements across the organisation and gave us an improved rating of “Good” in the Well-Led and Effective domains, in addition to the rating of “Good” that we had already achieved in the Caring domain. Our staff culture change programme has been key to the Trust’s improvement journey, as we’ve stabilised our workforce by reducing vacancy rates and improving staff retention. We’ve also significantly increased the representation of minority ethnic leaders across our clinical and corporate teams.

**Key Result Areas & Performance**:

- Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Management
- Maintain the electronic diary for the HoN and GM, using independent judgement to make necessary revisions and liaising with all relevant parties.
- Organise refreshments/catering as and when
- Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate
- To be responsible for maintaining and updating office systems including
- Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers and ensuring further action is
- Draft papers and electronic correspondence as
- Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring
- Operate a “bring forward” system and take autonomous action in chasing outstanding
- In all matters to inform members of the SMT of actions taken on their
- Provide minute taking for meetings where
- Take responsibility for all organisational requirements for the smooth running of the Division.
- Assist with the monitoring of activity within the Division and to assist the SMT to ensure targets are
- To work closely with the Information Department in the introduction of improved systems and to include regular reports as
- Update electronic tracking systems such as for Annual Leave and Sickness for the Division formatting and populating databases as
- Use and organising maintenance of pc(s), photocopier, fax machine
- Ordering (electronically via SBS) equipment, stationery, uniforms etc as required by the Division

Financial

The post holder does not have direct budget responsibility but is expected to carry out their functions in line with Trust financial regulatio

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