Job Description
The post holder will provide high-level administrative/personal assistant support to the Head of Service & coordinate the admin function for the Male Service Line(MSL) Senior Management Team (SMT); this includes high level diary management, management of your own workload and self-prioritisation. The post holder will provide a comprehensive confidential and high quality secretarial support to the MSL senior management meetings, including minute taking, typing, preparing agenda’s and reports.
The post holder will be responsible for the bespoke supervision of the band 4 admin in 4 prison sites (HMP Aylesbury; HMP Coldingley; HMP High Down; HMP Wood Hill), conducting one to ones, supervisions, and coordination of their workload to support MSL SMT performance. The post holder will have excellent interpersonal and telephone skills as the role entails liaising with a wide range of internal and external staff/organisations. The post holder will be required to work out of London Bi-monthly or more frequently as and when required.
As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
To provide comprehensive administrative and executive level PA service to the Health & Justice Head of Male Service Line and MSL SMT.
- To manage performance reporting & CQC data deadlines, LDZ compliance and complaints across the MSL, creating trackers, ensuring there are no breaches, chasing investigation managers, and updating DATIX to ensure deadlines are met.
- To manage the process of New Starters (see CNWL new starter roadmap), setting up regular meetings with the Head of MSL, sending invitations electronically and compiling mail merges of welcome letters and new starter processes to all new staff.
- To provide adequate admin support to additional duties the Head of MSL may require at short notice.
- To organise online and in-person meetings/committees, ensuring that agendas and papers are distributed in a timely manner, and catering is organised as required.
- To provide minute taking service and minute meetings/committees at both a corporate and local level within MSL.
- To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering and ensure effective time management for the Head of MSL, including maintaining an effective bring forward system.
- To manage and prioritise conflicting tasks on behalf of the Head of MSL.
We are passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home. Patients are at the heart of everything we do. Providing top quality care depends on our ability to employ the best people.
Were always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee were hoping to find our future leaders and well support our staff by providing opportunities to develop your career.
With a diverse culture and equally diverse range of opportunities across mental health, community services, learning disabilities and more whatever stage of your career you're at, there's always a place for you at CNWL.
To provide comprehensive administrative and executive level PA service to the Head of Service Line and MSL SMT.
- To manage online change of circumstances and leavers forms where required on behalf of Head of MSL.
- To review complex information as it arrives and manage (where possible) on behalf of the Head of MSL.
- To be prepared to be called between London and the 4 prison sites – where required to do so.
- To coordinate and support the MSL Band 4s and work to create systems to support the effective delivery of MSL SMT delivery.
- To manage MSL complaints, creating trackers, ensuring there are no breaches, chasing investigation managers, and updating DATIX and LDZ to ensure deadlines are met.
- To manage the process of New Starters, setting up regular meetings with the Head of MSL, sending invitations electronically and compiling mail merges of welcome letters and new starter processes to all new staff.
- To manage the Head of MSL expenses.
- To manage annual leave and sickness for the Senior Management team on behalf of the Head of MSL.
- To provide advanced knowledge of a range of IT applications including Word, Teams, LDZ, Health Roster, Excel and PowerPoint.
- Organise monthly meetings with Direct Reports on behalf of the Head of MSL.
- To manage Bank shifts and payments of staff as and when required.
- To provide confidential admin support to the Head of MSL for HR Cases where required.
- To manage one to one meetings and catch up meetings with the Head of MSL to ensure a smooth and efficient running of their diary.
- To provide support to the interview and recruitment processes on behalf of the Head of MSL where required.
- To provide adequate admin support to additional duties the Head of MSL may require at short notice.
- To manage and maintain trackers for Claims, complaints and Service access requests on behalf of the Head of MSL.
- To organise meetings/committees, ensuring that agendas and papers are distributed in a timely manner, and catering is organised as required.
- To provide minute taking service and minute meetings/committees at both a H&J and local level within Inner London and prison sites.
- To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering and ensure effective time management for the Head of MSL, including maintaining an effective bring forward system.
- To organise away days or team meetings, special events, as necessary, taking responsibility for all aspects of this.
- To organise travel arrangements and couriers where necessary and take responsibility for the sorting and distribution of incoming mail and documents.
- To deal with telephone calls and accurately record and pass messages appropriate, presenting a welcoming and professional image for the department and Trust; to use discretion in re-directing calls as appropriate.
- To deal sensitively with calls received from patients or patient relatives regarding any issues surrounding their care or concerns they may wish to raise.
- To act as the initial point of contact for the Head of MSL for internal staff and external organisations.
- To develop and maintain the MSL all staff Communication list, drafting all staff communication emails on a weekly basis, managing the distribution lists and keeping this up-to-date for the Head of MSL.
- To liaise effectively with H&J Managers and admin, Managers/other NHS professionals and with all external parties.
- To circulate documentation/material in an effective and rapid manner using the communications network for staff.
- To ensure all work is completed to a high standard and in a timely manner, and that confidentiality is maintained at all times.
- To provide support, where appropriate, to other staff including diary and organising meetings.
- To provide message taking and general support as required within the PA Team based at The Gordon Hospital and to assist Support/cover other Director’s PA’s and cover of H&J meetings where required.
- The post holder will be expected to familiarise him/herself and comply with all personnel policies and procedures.
- To provide draft correspondence to a high standard on behalf of the Head of MSL.
- To maintain a flexible, positive and professional attitude.
- To take responsibility for your own learning and development and attend relevant courses and conferences in agreement with the Head of MSL.
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