Swydd wag: Administrative Assistant/ Personal Assistant, Royal National Orthopaedic Hospital NHS Trust, Stanmore

Crynodeb o'r swydd

Prif leoliad

Administrative

Gradd

Band 5

Contract

Parhaol

Oriau

Llawnamser
Rhan-amser

37.5 awr yr wythnos

Cyfeirnod y swydd

392-RNOH-919

Cyflogwr: Royal National Orthopaedic Hospital NHS Trust
Math o gyflogwr: NHS
Gwefan: Royal National Orthopaedic Hospital
Tref: Stanmore
Cyflog: £32,720 - £39,769 per annum Outer London (pro rata) Inc HCA
Cyfnod cyflog: Yn flynyddol
Yn cau: Today at 17:00

Administrative Assistant/ Personal Assistant

Band 5

Please note in order to progress your application, your data will be processed by our 3^rd party recruitment providers – North London Partners Shared Service, who conduct recruitment activities on behalf of Royal National Orthopaedic Hospital NHS Trust.

The Royal National Orthopaedic Hospital NHS Trust is the largest orthopaedic hospital in the UK and a global leader in our field. We provide a dynamic working environment where we support frontline staff to implement improvements so that we can realise our vision of being a world leading neuro musculoskeletal hospital providing the best patient care and staff experience in the NHS, delivering world leading research, and offering a strong foundation of education, training and career progression. Our dedicated staff come from diverse backgrounds, and our patients benefit from the wide range of experience they bring to the Trust. The RNOH brings unrivalled expertise together in one place allowing us to deliver some of the world’s most complex and innovative care to our patients

Rated Good by the CQC
Two sites, one in central London and one in Stanmore - which has recently opened The Stanmore Building, a new, state-of-the-art inpatient facility
Our Research and Innovation Centre works closely with our main academic partner, University College London
Recognised as a centre of excellence, leading on national initiatives, such as the Getting It Right First Time (GIRFT) Programme
Further major redevelopment underway across the Stanmore site – improving and modernising our facilities to maintain our position as the UK’s leading centre for orthopaedic medicine
In the NHS staff survey, over 90% of our staff were satisfied with the quality of care they are able to give to patients - the best result of any NHS Trust in the country
Our staff also indicated that they had the best experience of appraisals as compared to all other NHS Trusts.

This is a great time to join us and play a critical role in the next stage of RNOH’s journey to achieving an outstanding CQC rating.

Our aim is to remain a world-leading orthopaedic hospital with the best patient care and staff experience in the NHS. To do this, we have four core values that underpin everything that we do. We use our values to help ensure that we are always focused on the things that our staff and patients believe are most important:

Patients first, always
Excellence, in all we do
Trust, honesty and respect, for each other
Equality, for all

Our annual staff survey results have been improving year on year, with our staff telling us that their experience of working at the Trust is getting better and better. They also indicate that our staff feel very loyal to the RNOH and committed to its role in providing the very best care to our complex patient group. We hope that we can welcome you to our growing team soon.

Swydd ddisgrifiad a phrif gyfrifoldebau manwl

1. To provide Personal Assistant support to the Managing Director, Director of Clinical Services including;

· Complex diary management: assess competing priorities in order to resolve problems where there are conflicting commitments

· Email management: oversee all incoming/outgoing emails, oversee all incoming/outgoing meeting requests, flag and advise on any updates and important/urgent messages, progress and delegate requests as appropriate

· Prepare correspondence, progress/chase responses, process and source information on behalf of the Managing Director

· Manage meetings as required including preparation of the agenda, taking and distributing minutes, recording actions and ensuring their completion

2. Responsibility for the provision of office management services to the Division, including:

· Organise and maintain Private Care folders on the shared drive

· Document control, ensuring that all templates are in current format and versions are appropriately tracked

· Management of the fourth-floor meeting room, catering and any other special requirements

· Dissemination of postal correspondence

· Ensuring stock and stationery is properly managed

· Booking and monitoring the use of taxis and couriers

To provide Administration and Operational Support to the wider Senior Management Team

· Plan and manage the induction programme for all new hires within the Division

· Train as a super user of key non-clinical Trust systems and use this knowledge to train other team members and new hires

· Use project management skills to assist the Senior Management Team with the implementation of actions to develop and transform the Division. Create action and issue logs and ensure that they are kept up to date

· Use initiative in determining the action to be taken when receiving complex queries and demonstrate an understanding of the appropriate priority

· Support the Managing Director and Senior Leadership Team in the preparation of key reports and presentations, including monthly performance review documentation, ensuring that they are accurate and presented to a high standard

· Undertake projects, research, administrative assignments, budget management and other administrative duties as required

· Create and maintain an asset register for Private Care

· Maintain a calendar of all reports and submissions due and ensure those responsible for submission are aware, reminded and compliant with the relevant timescales

· Monitor the Division’s risk register and ensure that risks are appropriately tracked and managed to enable a proactive resolution

· Manage and track any complaints within the Division, ensuring that Private Care’ meets its obligations to respond within the specified timescales and that the response is of a high quality

· Collate key themes and learnings from feedback, complaints and incident reports and work with the Head of Operations and Director of Clinical Services to develop and implement a cycle of continuous improvement, ensuring that learnings are captured and action plans are put in place to avoid recurrence

Practicing Privileges and MAC

Manage, track and maintain practising privileges documentation for Consultants working privately at the Trust
Assist in the on boarding of new consultants requesting private practicing privileges with the RNOH Trust, following and amending SOP.
Act as a key point of contact for Consultants and their Private Medical Secretaries to coordinate the timely resolution of issues, escalating them to different Trust departments as required
Secretary to the Medial Advisory Committee

Manyleb y person

• Proficient and competent user of MS Office

Meini prawf hanfodol

• Proficient and competent user of MS Office

Qualifications

Meini prawf hanfodol

• Business or administration relevant degree or demonstrable equivalent experience gained through work-based practice and development

Communication & Relationship Skills

Meini prawf hanfodol

• Good interpersonal skills with the ability to build relationships at all levels of the organisation
• Ability to work to tight deadlines and manage a complex workload, ensuring accuracy of output
• Ability to anticipate the requirements of The Divisional Leadership Team and to work proactively using initiative
• Ability to make decisions that align with the strategic direction of the Division

Knowledge, Training & Experience

Meini prawf hanfodol

• Experience of working within a busy Personal Assistant role at Director level
• Previous project management experience
• Extensive experience of managing complex diaries and differing workloads
• Confidence in dealing with stakeholders at all levels of the organisation
• Excellent written and verbal communication skills, with excellent writing, report writing and presentation skills

Meini prawf dymunol

• Knowledge and previous experience of working in a private healthcare environment

Planning & Organisational Skills

Meini prawf hanfodol

• Ability to prioritise tasks and deal with competing tasks simultaneously
• Confident and motivated self-starter, able to work autonomously or as part of a team
• Enthusiastic, adaptive and flexible approach
• Demonstrates discretion, emotional intelligence and compassion

We are committed to equal opportunities in employment and offer a range of flexible working practices. Part-time and job share applications will be considered.

Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system.

By applying for this post you are agreeing to RNOH transferring the information contained in this application to its preferred applicant management system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Record (ESR) system and other secure, internal NHS workforce systems.

Additionally, by applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers. Therefore we want you to complete your e-learning modules prior to joining our organisation.

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

The RNOH operates a Smoke-Free Policy. Smoking is not permitted on any of the Trust’s premises (including the grounds that those premises are sited on) or in any Trust owned vehicle.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk

RNOH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of RNOH will have their original documents verified using this technology.