PERSONAL ASSISTANT TO THE CHAIRMAN

Academy of Medical Royal Colleges

35-43 Lincoln’s Inn Fields

London

WC2A 3PE

T + 44 (0) 207 8317171

F+ 44 (0) 207 8316860

CANDIDATE BRIEF

The Academy is seeking an experienced PA to support and work with the Chairman, currently Professor Sir Neil Douglas. Working as his personal assistant the post holder will organise and manage the Chairman’s programme of work at the Academy.

The individual will be responsible for ensuring the completion of a wide range of duties in support of the Chairman, including managing his correspondence and diary commitments, and working in collaboration with Academy Officers and staff. This may include also supporting the CEO and, on occasions, taking minutes of formal meetings of up to 25 attendees

The Chairman’s PA will be expected to play a leading role in producing and tracking his correspondence and managing his paperwork and ensuring that files are kept fully maintained at all times. They will also contribute, where appropriate, to work within the Academy’s small administrative team.

The Person

The person will need to be well organised, with a mature approach, accuracy, discretion and experience of diary management, able to use excellent secretarial and administrative skills to deal with a variety of complex administrative tasks and to manage and prioritise their own workload. They should be ready to involve themselves fully in the work of the Chairman and the CEO, to understand that work and be effective in providing support to it. Achieving and maintaining a broad understanding of the roles and activities of other Officers and staff is crucial to ensure an integrated and co-ordinated support to the Chairman, the CEO and the Academy.

Success in this job will only be achieved through an interest in developing an understanding of the broad range of Academy activities, the Chairman’s needs, working as part of the team and in being flexible.

Person Specification:

Essential:

Excellent keyboard and word processing proficiency, with fast and accurate typing, experience of audio typing and diary management

Skilled in using MS Word, Outlook, PowerPoint and Excel packages

Comfortable drafting text for inclusion in letters

Meticulous attention to detail whilst working under pressure and exercising initiative

Have the ability to get on with a range of people, working effectively within the team as well as managing tasks and projects

Able to establish and maintain effective secretarial and administrative systems and procedures and to operate such systems on an independent basis

Able to handle enquiries on the telephone, in writing and face-to-face, with tact and patience

Able to prioritise work

Desirable:

  • Good level of formal education but this is less important than demonstrated success in a similar post elsewhere.
  • Experience of working in a medical environment or national medical body (MedicalCollege, MedicalSchool, Teaching Hospital or similar) would be helpful.
  • Experience and maturity will be critical success factors.

Salary & Benefits: Band C (Range £31,638 to £38,910)

Luncheon Vouchers

Stakeholder Pension available

25 Days annual leave – rising by a day a year to 30 + Public Holidays

Note: The Academy usually closes between Christmas and New Year in addition to statutory public holidays.

Hours:35 nominal but as required to complete work.

Place of Work:Initially Royal College of Surgeons (Lincoln’s Inn Fields) but the

Academy will be moving to permanent offices in 2010. Exact location to be determined but within Zone 1.

Registered Charity

Number 1056565