Central and North West London NHS Foundation Trust
Personal Assistant to CAMHS Service Directors
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Job Overview
We are looking to recruit a highly skilled, motivated and enthusiastic Personal Assistant to support our CAMHS Service Director and Clinical Director for a 5 months maternity cover.
You will provide a comprehensive and efficient administrative service to our Directors. Duties will include diary and mailbox management, meeting organisation and minute taking, data entry, communication with service users and colleagues from around the Trust, and with other partners, using a variety of Trust IT systems.
Applicants will be expected to work flexibly to support the Directorate and CAMHS Service’s with excellent IT, communication and interpersonal skills, be empathetic, sensitive, accessible and proactive. Provide support across the senior management team, where appropriate.
In return you will find that we are committed to development and training for all staff; you will be supported to develop and broaden your knowledge and skills.
Our London CAMHS services cover five boroughs, with a range of community, inpatient, urgent care and crisis services. You will be required to be flexible across our bases and ability to travel is essential.
CNWL is one of the largest trusts in the UK, caring for people with a wide range of physical and mental health needs. We provide healthcare to a third of London, Milton Keynes and parts of Kent, Surrey and Hampshire.
Our services are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults.
Main Duties of the Job
- Coordinate strategic work including developing project plans and systems that support the work, monitoring progress and sending out reminders to pursue deadlines.
- Work independently managing meeting agendas, delivering actions arising from meetings and coordinating actions of others including the preparation and circulation of agendas and taking minutes and room bookings.
- Be responsible for managing and maintaining the smooth running of the Director’s diaries using independent judgment to prioritise work schedules in accordance with changing priorities and liaising and negotiating with all relevant parties in an efficient and effective manner.
- Ensure that incoming mail is dealt with or appropriately redirected and to forward items requiring input from others that cannot be otherwise dealt with, indicating clearly any deadlines or instructions as necessary to facilitate speedy resolution and prioritisation.
Working for Our Organisation
- Show COMPASSION, contribute to a caring and kind environment and recognise that what you do and say can make the lives of others better.
- RESPECT everyone and acknowledge and welcome people's differences rather than ignore them or see them as problematic.
- EMPOWER others and continually try to provide information, resources and support to help others make their own decisions and meet their own needs.
- Work in PARTNERSHIP and behave in a way that shows that you recognise that commissioners and users of our services are the people who generate and pay for our work.
Detailed Job Description and Main Responsibilities
This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."
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If you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
You have a duty to safeguard and promote the welfare of children and adults at risk of abuse.
You should be aware of local safeguarding procedures and how to contact named professionals for advice and support as well as reporting any concerns. You will be supported with the supervision and training needed to recognise and act on welfare concerns and to respond to the needs of children and adults. You have a responsibility to ensure that you are up to date with the safeguarding training required for all support staff.
Infection Control
Infection prevention and control is the responsibility of all staff. All duties must be carried out in accordance with the Trust hand hygiene and infection control policies and procedures.
Data Protection, Confidentiality and Access to Health Records
All information concerning patients/clients and other staff members must be treated as confidential and you must adhere to the policies related to this subject. As a Band 5 administrator who contributes to patients’ health records you are expected to be familiar with, and adhere to, the Trust’s Care Records Policy and accompanying documentation. You are advised to compile records on the assumption that they are accessible to patients in line with the Data Protection Act 199 and you should be aware that patients’ records throughout the Trust will be subject to regular audit. You have a responsibility to ensure that patient records are maintained efficiently and that confidentiality is protected in line with the Trust’s policies.
As a PA you are likely to have access to computerised data systems and you are required to obtain, process and/or use information held in these systems in a fair and lawful way.
You must hold data only for the specific registered purpose and not to use or disclose it in any way incompatible with such purpose. Only disclose data only to authorised persons or organisations as instructed.
Promoting Equality and Diversity
Central and North West London FT aims to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, sexual orientation, marital/partnership status, race, religion, age, creed, colour, ethnic origin, disability, part time working status and real or suspected HIV/AIDS status. The Trust has a Valuing Diversity in the Workplace Policy and you are expected to adhere to the policy and support equality and value diversity by making sure that you do not discriminate, harass or bully colleagues, visitors or service users. You are also expected to make sure that you don’t contribute to discrimination, harassment or bullying or condone discrimination, harassment or bullying by others.
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Health and Safety and Risk Management
As an employee you must be aware of the responsibilities placed on you under the Health and Safety at Work Act (1974), and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors.
As a Band 5 PA, like all staff members, you are accountable, through the terms and conditions of your employment, professional regulations, clinical governance and statutory health and safety regulations, and are responsible for reporting incidents, being aware of the risk management strategy and emergency procedures and attendance at training as required. All staff members have a responsibility to manage risk within their sphere of responsibility. It is a statutory duty to take reasonable care of their own safety and the safety of others who may be affected by acts
Person Specification
Qualifications
Essential criteria
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
Knowledge and Experience
Essential criteria
- Robust project management experience. Including coordination of projects and monitoring and reporting of progress
- Comprehensive knowledge of Microsoft Office
Desirable criteria
- Knowledge of administrative procedures, project management or information analysis
- Significant previous experience in a Business support role or as a PA at Director level, or equivalent experience of working in a large, complex organisation
Skills and Capabilities
Essential criteria
- Proven ability to independently manage meeting agendas including coordination of the actions arising from meetings.
- Ability to lead projects and strategically develop work plans and systems and monitor progress
- Excellent organisational and administrative skills
- Ability to work with a high degree of autonomy and exercise a significant degree of judgement
- Exceptional project management abilities
- A strategic planner able to coordinate work plans and keep others on track
- Highly developed organisational skills with exceptional attention to detail
- Ability to ‘multi-task’, managing own workload and that of the Directors
- Proven track record in taking minutes of meetings
Communication Skills
Essential criteria
- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills
Desirable criteria
- Ability to pull together comprehensive draft reports, data and letters
- Negotiating, networking and persuasive skills
Skills
Essential criteria
- Problem solving skills and ability to respond to sudden unexpected demands
- Excellent time management skills with the ability to re-prioritise
- Skills for supporting project management
- Skills for managing aspects of projects ensuring they meet financial targets
- Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales
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