Corporate Assistant

at  Chelsea and Westminster Hospital NHS Foundation Trust

Imperial College Health Partners (ICHP) - a partnership organisation bringing together NHS providers of healthcare services across our Integrated Care System (ICS) and universities across North West London - is recruiting a Corporate Assistant to support smooth running of day-to-day operations.
The Corporate Assistant performs a central function in the organisation providing a focal point for external enquiries and ensuring that members of the SMT’s days run as smoothly as possible.
This is an interesting and fast-paced role that will require the ability to manage conflicting priorities, work under pressure and with the utmost professionalism. A flexible and proactive approach to work is essential, with excellent verbal and written communication skills.
The postholder will provide comprehensive, efficient, organised, and confidential administrative support to the ICHP senior management team. This will also include the management of databases e.g., Epay and TRAC and advanced level use of IT packages such as Word, Excel, Outlook and PowerPoint. Reporting to the Head of Operations and Compliance, the postholder will be part of the Corporate Affairs Directorate, with responsibility for the secretariat function. This function is responsible for administering executive, committee, and other sub-committees of the Board, including the collation, tracking and dissemination of papers.
The post holder is expected to always maintain complete confidentiality and to represent the organisation in a professional, efficient, flexible and courteous manner and will be required to exercise judgement to make robust decisions using initiative and agreed levels of authority. Strong organisational skills, a keen eye for detail and the ability to build effective relationships with all stakeholders are essential.
universities across North West London. We have been designated by NHS England as the health innovation network for North West London, and we are one of 15 across England which make up The Health Innovation Network.
We were created by the NHS to support complex change across the health and care sector – innovating and collaborating for a healthier population.
As the innovation arm of the NW London ICS, ICHP has been commissioned to facilitate the coordination and collaboration of this Mission-led model. We’re in a unique position in the sector, having been created by and for the NHS to support exactly this kind of complex change across the health and care sector, with a purpose to innovate through collaboration for a healthier population.
For more information please visit www.imperialcollegehealthpartners.com
The Corporate Assistant performs a central function in the organisation providing a focal point for external enquiries and ensuring that members of the SMT’s days run as smoothly as possible.
This is an interesting and fast-paced role that will require the ability to manage conflicting priorities, work under pressure and with the utmost professionalism. A flexible and proactive approach to work is essential, with excellent verbal and written communication skills.
The postholder will provide comprehensive, efficient, organised, and confidential administrative support to the ICHP senior management team. This will also include the management of databases e.g., Epay and TRAC and advanced level use of IT packages such as Word, Excel, Outlook and PowerPoint. Reporting to the Head of Operations and Compliance, the postholder will be part of the Corporate Affairs Directorate, with responsibility for the secretariat function. This function is responsible for administering executive, committee, and other sub-committees of the Board, including the collation, tracking and dissemination of papers.
The post holder is expected to always maintain complete confidentiality and to represent the organisation in a professional, efficient, flexible and courteous manner and will be required to exercise judgement to make robust decisions using initiative and agreed levels of authority. Strong organisational skills, a keen eye for detail and the ability to build effective relationships with all stakeholders are essential.
Key responsibilities

Planning and Organisational Support

• Organise and plan the diaries and commitments of SMT members, scheduling formal and complex meetings, including all travel and accommodation arrangements as necessary.
• Source and gather all relevant information to prioritise in-tray and make decisions in consultation with the SMT members regarding diary conflicts and different appointments, based on a sound knowledge of the priorities and deadlines involved.
• Ensure that incoming mail to corporate inboxes, for example ‘EA’, is dealt with quickly or appropriately redirected, and to forward items requiring input from others that cannot be otherwise dealt with, clearly indicating any deadlines or instructions as necessary to facilitate speedy resolution and prioritisation.
• Support with organisation of meetings and events as required, including internal and external governance groups.
• Support the process for the collation and submission of Board, Committee and SMT meetings as required.
• Support the implementation and monitoring of policy and quality standards.
• Provide coordination of relevant working groups as required.
• Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when other members of the operations team are unavailable.
• Responsible for the maintenance of confidential records and data, using SharePoint to create and organise files and information, requiring knowledge and experience of electronic databases. Advise and assist colleagues in use of records.

Communications and relationships

• Provide professional support, advice, and information in relation to the secretariat function as required, using initiative on issues which can be dealt with personally and where appropriate redirecting to other senior staff, proactively seeking information and passing on.
• Communicate and liaise effectively with members of the Board, Senior Management Team, wider team members and external stakeholders as required on a range of complex and sensitive topics.
• Develop and maintain effective relationships with external stakeholders, key central functions, and colleagues to support the organisation as required.
• Develop self to continually improve performance, participate in the appraisal and personal development planning systems and undertake development activities as necessary

Freedom to Act

• Propose changes to own area of work, informing policy and making recommendations for more effective delivery.
• Work proactively with a high degree of autonomy and own initiative, planning and prioritising own work effectively, with excellent time management skills to ensure work is completed on time.
• Participate in self-development to continually improve performance and undertake development activities that are identified.

Financial and physical resources

• To provide a cost-effective administration service within prescribed boundaries

General

• Support the wider activities of the corporate services skill centre.
• Handles confrontational issues with ease by using excellent persuasion and listening skills.
• Confidently handle enquiries requesting time of the SMT members, and can decline invitations with a positive and engaging way
• Respond to emails and communications by being professional and articulate.
• Always display an enthusiastic and professional manner with an ability to get the job done.
• Make suggestions for areas of improvement and take corrective action on anything that needs your input.
• Booking attendance at Conferences and meetings for SMT members, arranging appropriate accommodation and travel.

Please refer the Job description for details