Overview
Executive Assistant
The Clementine Churchill Hospital
37.5 Hours & Permanent
Competitive salary plus benefits
The Clementine Churchill Hospital in Harrow is a flagship hospital, part of Circle Health Group, the UK’s leading provider of independent healthcare with a nationwide network of hospitals & clinics, performing more complex surgery than any other private healthcare provider in the country.
Circle Health Group are proud to be recognised as one of the UK’s Top 5 Best Big Companies to work for as well as top 5 to work for in the health and social care sector.
At Clementine Churchill Hospital, we have an opportunity for an Executive Assistant to support our Senior Management Team. This role also includes the Employee Compliance Coordinator duties, as well as some support of the Quality & Risk team.
This is a full-time role for 37.5 hours a week. The role holder will be required to cover a flexible shift pattern.
Applicants Should Meet The Following Criteria
* Maths, English GCSE at grades A to C or equivalent functional skills level 2 evidence.
* A working and up to date knowledge of IT systems (to include Excel, PowerPoint and Word)
* Secretarial/organisational skills
* Professional telephone manner
* Excellent time management skills
* Fully computer literate with experience of a range of systems
* Previous EA/PA experience of working at a senior level
* Experience of taking minutes
* Ability to work with competing demands
* Development and maintenance of systems for managing documents including correspondence
* A HR qualification desirable but not essential
* Experience of HR Admin processes desirable but not essential
* Ability to handle work of a sensitive and confidential nature
* Excellent ‘all round’ communication skills with emphasis on interpersonal communication.
* The ability to deal effectively with internal and external customers at all levels – to be able to take a firm yet diplomatic approach where necessary whilst acting tactfully and demonstrate empathy
* Organisation and time management skills with the ability to ‘think on your feet’ in a pressurised environment
* Good problem solving skills with the ability to present solutions to problems raised
* Ability to remain positive and calm projecting a ‘can do’ attitude with the team
* To be adaptable and flexible
* Ability to work on own initiative and make decisions based on the protocols set down
* Must have at least 1 year of HR experience.
Duties Of This Role Include
* Provide a confidential and professional administrative service to the Hospital Senior Management Team and assist in the smooth and efficient running of the hospital
* Support to the Hospital Senior Management Team to include but not limited to: diary management; point of contact for internal and external calls and accurate relay of associated messages; screen calls and visitors as appropriate; management of correspondence and e-mails; co-ordination of electronic diary; raising timely action points; preparing well presented data reports, PowerPoint presentations and other documentation
* Management of meeting documentation relative to the Senior Management Team (SMT) to include: timely issue of agenda and associated documentation; attending meetings to produce minutes and circulate as appropriate to the meeting. Meetings include Medical Advisory Committee, governance, operational and financial meetings
* Support the SMT in the management of @work by completing Scheduler or Scheduler plus responsibilities as appropriate.
* Lead and maintain a professional, efficient and effective process to ensure that accurate and compliant records are maintained in relation to staff within the Hospital.
* To ensure that accurate records are maintained on Circle Health Group's systems to demonstrate that all staff working in the hospital are doing so in line with current legislation and CQC best practice.
* Ensuring that DBS/ PVG checks have been carried out in line with current CQC and Circle Health Group policy;
* Ensuring that all clinical staff have a current registration with the relevant professional body
* Ensuring that documentation is held on file for each individual to evidence their right to work in the UK, and that this is updated as appropriate for individuals with limited leave to remain in the UK;
* Ensuring that all new recruits have been certified as fit to work by Occupational Health prior to their employment commencing.
* Ensure that all filing related to employees [or consultants] is stored securely and is electronically uploaded to EDM on a regular basis, and in line with current Circle Health Group policy
* Review and analyse the data in the monthly dashboard reports and act upon it /bring it to the attention of the relevant manager to act upon
* To process all new and existing DBS/ PVG applications in line with CQC guidelines (Care Quality Commission).
Salary & Benefits
Circle Health Group is committed to offering competitive starting salaries and access to a wide range of employee benefits, including:
* 25 days holiday per year + bank holidays, increasing to 30 days with service
* Private Pension Scheme
* Private Healthcare Scheme for treatment at our hospitals, covering pre-existing medical conditions
* Friends & Family Hospital Discounts
* Family Friendly policies, including enhanced Maternity, Paternity & Adoption pay
* Non-contributory life insurance
* Staff engagement hub with access to discounts and extensive rewards and voluntary benefits
* Access to resources, tools and services to support your wellbeing
* Employee recognition programmes
* Industry leading training and development opportunities
…and much more!
Circle Health Group is committed to creating a diverse workforce offering inclusive opportunities for all our colleagues. Our definition of diversity goes beyond the established characteristics protected by the Equality Act, as we strive to attract candidates with diverse experiences, backgrounds, identities or expressions, skills, work styles…and more.
Circle Health Group are proud to be a Gold member of the Armed Forces Covenant, and we welcome applications from members of the Armed Forces Community. We are also part of The Valuable 500 and we pride ourselves in being a Disability Confident Employer.
We’re passionate about creating an environment where our people can thrive, grow and develop professionally and personally. Our principles and values guide our colleagues to be selfless, compassionate, committed, collaborative, brave, agile, tenacious and creative and are at the core of our purpose and culture.
To find out more about the Circle Health Group Philosophy: https://careers.circlehealthgroup.co.uk/why-circle/our-philosophy
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