PA / Team Leader - Imaging

The role involves providing high-quality secretarial and administrative support to the Senior Management and Medical Teams within a department.

Key responsibilities include managing office operations, maintaining records, coordinating meetings, and drafting correspondence. The role requires handling incoming communications, managing diaries, and organising events such as consultant meetings.

The position also involves finance and resource management, including processing invoices, managing budgets, and coordinating travel arrangements when required. Additionally, the role supports HR functions by coordinating recruitment, tracking staff absences, and maintaining payroll records.

Strong communication skills, attention to detail, and the ability to manage multiple tasks are essential. The position requires proactive support for departmental initiatives and maintaining a positive image of the organisation.

Main duties of the job

• Provide comprehensive high quality secretarial and administrative support to the Senior Management Team and Medical Team within the Department.
• Initiate and co-ordinate activities within the Senior Management Team and Medical Team's office ensuring its efficient administration.
• To liaise with senior departmental management staff to ensure the smooth running of the Directorate.
• Take responsibility for running the Senior Management Team and Medical Team's office ensuring that all stationery items and supplies are available. Take responsibility for the maintenance of office equipment.
• Draft correspondence, in response to letters received for approval by the Senior Management Team and Medical Team within the Department.
• Ensure that records are kept in a proper and orderly manner. Organise and maintain an accurate and secure filing system, in both paper and electronic forms where appropriate, in particular in relation to matters relating to senior managers, complaints and disciplinary matters
• To co-ordinate senior department meetings and attend these meetings as required and act as a resource for the team to organise further meetings and provide administrative support and minute taking.

About us

At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.

Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You'll get an experience like no other and will fast forward your career.

Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.

We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview.

Job responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required.

For both overviews please view the Job Description attachment with the job advert.

Person Specification

• Team Leader / Team Manager experience and/or Team Leading qualification or equivalent.

Experience

• Previous NHS experience required
• Previous experience of holding senior administrator or senior PA post.
• Experience of leading departmental or directorate level projects (with minimal supervision)
• Experience of using own initiative to co-ordinate directorate activities
• Knowledge of hospital Patient Administration System (PAS)
• Experience with spreadsheet and database software
• Typing speed of 65 wpm

Skills/knowledge/ abilities

• High standard of WP (Word)
• Secretarial and organisational skills
• Able to assimilate quickly and exercise initiative
• Ability to cope with fluctuating volume of work
• Experience with spreadsheet and database software
• Knowledge of medical terminology

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.