Personal Assistant - Performance & Information

at  Lewisham and Greenwich NHS Trust

An exciting opportunity has arisen within the Performance and Information Directorate for an exceptional and experienced administrator to provide administrative and organisational support, minute-taking and extensive diary management, to the Performance and Information Directorate team.

This is a role for a highly organised and committed personal assistant who will provide support to the Director of Perfrmance and Information and senior management team. The postholder will need to be a team player, with strong communication skills and be able to undertake extensive diary management.

• To provide full secretarial and administrative support to the Director and senior management team.
• To contribute to the smooth running of the Directorate supporting with meetings, minute taking and diary management

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
Widening access (anchor institution) and employability
Improving the experience of staff with disability
Improving the EDI literacy and confidence of trust staff through training and development
Making equalities mainstream

KEY RESULT AREAS & PERFORMANCE:

To provide a comprehensive secretarial and administrative support function to the Director including taking minutes at regular meetings.
To manage the diary of the Director and senior managers, dealing confidently with staff at all levels both internally and externally using independent judgement to make necessary revisions
To deal with incoming correspondence (written and email) on a daily basis, referring post to other members of staff or departments for action as appropriate.
To arrange meetings, including hospitality, ensuring agendas and associated papers are disseminated in a timely manner ahead of meetings.
To attend meetings as requested, producing minutes or action logs and disseminating information as necessary
To type and draft where appropriate, correspondence and other documents as required, checking all typing for accuracy, spelling and grammar before it is sent
To monitor stock levels of stationery and equipment and order as required
To deal with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query. This may require obtaining and sending information in various forms.
To be responsible for co-ordinating responses to complaints for the Directorate and responding in line with Trust policy
To occasionally deal with difficult situations when seeking or asking for information regarding complaint letters or appointment letters together with verbal complaints.
To ensure that efficient and effective systems of communication and office practices, such as filing, are established and maintained, both in paper and electronic form.
To be responsible for updating attendances for staff and making necessary changes when staff change their hours of work, annual leave and other absences
To ensure that confidentiality of information, both oral and written, is maintained at all times.
To work closely with the other Corporate Directors’ Personal Assistants to assist the smooth running of the secretarial and administrative provision
To represent the Director in a professional manner at all times.
To complete eRostering as appropriate
Responsible for raising orders on SBS system, receipting invoices and dealing with matching queries
Responsible for monitoring stock levels, ordering and maintaining office supplies/equipment, placing Requisitions orders on SBS receipting them and making payments when appropriate
Dealing with any issues that arise in the absence of the Director, filtering what’s based on importance.
Responsible for organising interviews, induction, ID and Login details for new members of staff.
Workforce
To work autonomously, prioritising own workload, deciding when necessary to refer to the Executive Assistant
To deal with staffing requirements and ensuring that staff attend mandatory training
Assist the Director in the recruitment of staff, providing information on their behalf and liaising with the recruitment providers making sure that timetables and schedules for interviews are properly organised.
Placing orders on SBS system for setting monthly payments for Consultants/staff employed on temporary/interim basis
Location
The postholder is expected to work from the Catford Office site but with some ability to work from home.
Partnerships

• To provide full secretarial and administrative support to the Director and senior management team.
• To contribute to the smooth running of the Directorate supporting with meetings, minute taking and diary managemen