Band 4 Personal Assistant

**Job summary**

Imperial College Healthcare NHS Trust Staff Bank are seeking experienced Personal Assistants to work a variety of roles across Imperial Trust.

**Main duties of the job**
- To provide administrative and secretarial support to the Department Lead and other department staff as required. Demonstrate a high level of communication and interpersonal skills in dealing with a wide range of NHS staff, patients and external agencies.
- The postholder will provide a comprehensive and highly efficient administration and secretarial service to Consultants and Senior Managers within their department.
- To communicate effectively with patients / carers regarding appointment and treatment related matters.
- The postholder will be expected to work independently and manage and prioritise their workload, liaising closely with the wider administration team in the Department.
- To type correspondence or other documents on behalf of the consultants and managers.
- Act as an intermediary to take messages for the Senior Management Team and Medical Team within the Department, in person and over the telephone.
- Prepare presentation materials, agendas and minutes on a regular basis.
- Maintain administrative systems (electronic and manual). This includes managing an accurate and up-to-date appointments diary, scheduling and planning the Senior Management Team and Medical Team future engagements including organising meetings, collatingappropriate papers and gathering information in relation to the specific meetings. Assess the priority of appointment requests, and make appointments with senior managers and senior medical staff within the organisation as required. Liaise with senior managers,clinicians and staff within Hammersmith Hospitals Trust and other Trusts, purchasing authorities and other outside organisations.
- Completing e HR on behalf of the Directorate - keeping accurate records of annual leave, study leave and sickness of the Consultants and Managers

**About us**

Imperial College Healthcare NHS Trust Values
- Kind - We are considerate and thoughtful, so you feel respected and included.
- Collaborative - We actively seek others’ views and ideas, so we achieve more together.
- Expert - We draw on our diverse skills, knowledge and experience, so we provide the best possible care.
- Aspirational - We are receptive and responsive to new thinking, so we never stop learning, discovering and improving

**Person Specification**

**Skills/Abilities**

**Essential**
- Excellent oral and written communication skills.
- Good telephone manner
- Good keyboard and IT skills proficient use of Microsoft Office (Word and Outlook)
- Ability to input and retrieve data accurately on a computerised system
- Ability to manage difficult situations
- Ability to work unsupervised and use own initiative Accurate filing ability

**Qualifications**

**Essential**
- A Level, NVQ3, equivalent qualification or equivalent experience
- Formal Customer Care Training or willingness to undertake AMSPAR or equivalent experience

**Experience**

**Essential**
- Previous experience of being a PA or medical secretary to hospital consultant
- Previous NHS experience required
- Knowledge of hospital Patient Administration System (PAS)
- Previous experience of dealing with patients appointment and booking system
- Knowledge of medical terminology
- Experience of having working relationships with clinicians, GPs, managers, consultants and other clinical staff.

**Desirable**
- Prior experience of working in a healthcare environment.
- Information System (RIS) Knowledge of NHS waiting and booking targets

**Communication Skills**

**Essential**
- Excellent written/verbal communication skills
- Excellent interpersonal skills

**Other Requirements**

**Essential**
- Ability to work within a team as well as independently with a professional approach towards work and colleagues
- Polite and courteous manner Positive and flexible approach to work
- Punctual and enthusiastic
- Assertive attitude
- Friendly, outgoing personality
- Smart professional appearance
- Reliable work record
- Able to handle unpredictable situations, possibly facing aggression on occasion
- Able to communicate sensitive and contentious information to patients
- Ability to work flexibly in order to support the changing demands of the services, i.e. hours, location etc.

**Disclosure and Barring Service Check