Total 7 Senior Executive level Administrative / Clerical job vacancies in London, NW3 2QG

Provide a fully comprehensive range of secretarial and administrative services to Executive Directors and associated deputies as required. Support assigned executives to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively. Support and inform the targeting of resources, monitoring, implementation and evaluation of the tasks/projects by providing high quality support including complex information and analysis, communications and stakeholder management. Management of all incoming emails, correspondence and telephone calls using a high level of resourcefulness, taking the initiative to re-route and/ or respond to urgent requests as necessary, dealing with complex and sensitive information appropriately. Composing confidential, sensitive or contentious letters and emails on behalf of Executive Directors. Utilising an effective bring forward system to provide documents and briefing materials in a timely manner. Management of electronic diaries by organising and prioritising the multiple and complex demands of an Executive Director, enabling them to work efficiently and effectively. This will include arranging meetings and events both internally and externally, including booking travel and accommodation. Please see the job description and person spec for further details.

Please see JD (Job Description) and PS (Personal Specification) for full details of role requirements.

Your new company
A prestigious foreign bank situated in the heart of London is on the quest for a dynamic Senior Clerk to join their esteemed Operations team. This pivotal role is designed for a proactive and meticulous individual who will bridge the operations between the London branch and the Head Office located overseas. The ideal candidate would be instrumental in fostering seamless communication, ensuring operational excellence, and upholding the bank's standards of service. If you have a knack for coordination, a talent for multitasking, and a proficiency in cross-cultural communication, this opportunity could be your next career milestone.
Your new role

• Serve as the primary coordinator for incident reporting and quality assurance of London Operations to Head Office.
• Collaborate with the Head Office on regular Business Continuity Planning and design.
• Facilitate communication between the local team and the Head Office in Japanese for daily operations and special requests.
• Validate and authorise trade capture for all products according to the catalogue.
• Manage confirmations, including preparation, distribution, and follow-up, using various communication channels and systems.
• Assist Head Office with CLS processing and incident reporting, requiring proficiency in Japanese.
• Ensure accurate and timely settlement of transactions across multiple platforms and systems to prevent penalties.
• Oversee portfolio management, including corporate actions, margin calls, and redemptions, ensuring alignment with counterparties and platforms.
• Conduct investigations and resolve trade discrepancies promptly.
• Address reconciliation issues efficiently and verify related fees, preparing payment instructions for approval.
• Manage cash positions, including monitoring and reporting on balances.
• Handle account operations in NOVAS II, including opening, closing, and data entry.
• Prepare and distribute reports, both internally and externally.
• Securely file sensitive data and support audit requests.
• Escalate unusual incidents as necessary and participate in SFTR reporting.
• Perform additional duties as assigned by management.

What you'll need to succeed
The ideal candidate for the Senior Clerk role at our foreign bank in London will be a highly organised and detail-oriented individual with a strong background in operational support. This person should possess:

• Excellent Coordination Skills: Ability to act as the central point of contact for incident reporting and liaise effectively with the Head Office.
• Business Continuity Expertise: Experience with regular testing and designing of Business Continuity Plans in collaboration with the Head Office.
• Bilingual Communication Proficiency: Fluency in Japanese and English to support daily processing and ad hoc requests from the Head Office.
• Trade Validation Experience: Knowledge of trade capture validation and authorisation across a range of financial products.
• Confirmation Management Skills: Competence in managing confirmations through various channels including SWIFT, telephone, and electronic platforms.
• CLS Processing Knowledge: Familiarity with CLS processing and incident reporting, with Japanese language skills being essential.
• Settlement Acumen: Proven ability to prepare and settle transactions via market platforms within tight deadlines to avoid financial penalties.
• Portfolio Management Abilities: Experience in managing portfolios, including corporate actions, margin calls, and redemptions.
• Investigative and Problem-Solving Skills: Aptitude for conducting investigations and resolving trade discrepancies swiftly.
• Reconciliation and Verification Skills: Capability to handle nostro and custody reconciliation breaks and verify related fees.
• Cash Management Expertise: Proficiency in managing cash flows, including monitoring and reporting of intraday and projected balances.
• System Operations Familiarity: Experience with accounting systems, particularly NOVAS II, for account operations.
• Reporting and Documentation Skills: Ability to prepare and distribute reports and securely file sensitive data in compliance with policies.
• Audit Support Experience: Willingness to support internal and external audit requests.
• Regulatory Reporting Knowledge: Understanding of SFTR reporting and other regulatory requirements.

What you'll get in return
The chosen candidate will enjoy the flexibility of a hybrid work model and a comprehensive benefits package courtesy of the bank. They will be welcomed into a culturally rich and cohesive work setting, bolstered by extensive training and robust support systems to ensure their success and growth within the company.
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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Please see attached the job description for more details on the main responsibilities for this role. This job description is not an exhaustive document but is a reflection of the current position. Details and emphasis may change in line with service needs after consultation with the postholder.

Barts Health Volunteers play an integral role in providing quality support to our patients across the Trust and our volunteers add so much value to the experience of patients and visitors.

We are looking for an innovative and competent administrator who would like to be part of the team and help us to really build the programme to maximise the value and impact that volunteers can make to Barts Health.

The successful candidate will be a motivated and proficient administrator who can provide comprehensive support to the thriving Barts Health Volunteer Programme.

The job includes: insuring that volunteers are processed and on-boarded efficiently, overseeing and managing the software package, correspondence, inboxes and organising functions including meetings.

You will need to be flexible and be able to travel to different hospital sites as well as demonstrate good people skills including experience of working with and supporting volunteers, combined with good communication, organisational skills, innovation and the ability to multi-task.

Barts Health Volunteer service is an innovative and exciting volunteer service supporting the many functions of the hospital by involving volunteers from the community to support a plethora of services across the hospitals.

Volunteers play an instrumental role in improving the experience of patients, staff and visitors and there are currently over a 1,000 active volunteers. However we are committed to continually growing and improving voluntary services and looking for a motivated individual to join the team and help us to deliver the service.

We are recruiting for an experienced administrator who enjoys working with people from different backgrounds to develop and run the administrative functions of the service including the recruitment, deployment and support of the volunteers in their role.

You will need to have some experience of working with volunteers or in a people-facing capacity and knowledge of using databases and software to an intermediate level.

Each day is different and varied and you will have the opportunity to hone your administration skills and experience whilst supporting this well-respected service.

Barts Health is one of the largest NHS trusts in the country, and one of Britain’s leading healthcare providers.

The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.

Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which ourWeCarevalues and behaviours are visible to all and guide us in how we work together.

We strive to live by ourWeCarevalues and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.



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 documents, please view the attachment/s below.




This advert closes on Monday 6 May 2024

Provide support to the administrative staff: Support the middle management team in the day-to-day coordination of the practice Support the Practice Manager and Clinical Performance Manager to ensure quality performance and compliance across the practice (recalls). Deal with any problems reported by the members of the team Coordinate the schedule for regular meetings and maintain accurate minutes, attend internal and external meetings when required to represent the Practice Managing day to day clinical room Rota Keep the practice manager/ middle management team informed of any matters arising or problems / potential problems Providing clerical assistance to practice staff as required, including word/data processing, filing, photocopying, and scanning Ensure communication systems are running smoothly and doctors, nurses, pharmacists, and non-clinical staff are kept fully informed of changes to and developments in operational procedures Assist with production, upkeep, and accessibility of practice procedures and protocols Creating and updating records ensuring accuracy and maintaining information validity Creating, editing and updating spreadsheets Composing emails and circulating emails to multiple recipients within and outside of the organisation Creating and maintaining an online system for delivery/ dispatch notes. Resolve office-related and clinical room malfunctions and respond to requests and issues Assists with organising events Patients services: Undertake daily key operational tasks, examples include running results/document links and appropriately allocating to clinicians, appointment text message system management and review Managing (reassigning) tasks/ requests/ documents when a team member is absent. Manage Safety netting system Manage eRS workflow Provide secretarial cover Manage SCR workflow Recalls including running weekly recall toll and recalling patients for LTC, cervical cytology, childhood immunisations and any other central database generated services/requirements Provide administrative support to members of the primary health care team in the following areas ensuring appropriate practice records are kept up to date: Cytology Support flu and other vaccination clinics and co-ordinate staffing Pathology results Immunisation recalls (excluding childhood immunisations) Managing Antenatal/ Postnatal care: new baby registrations Child Imm/ 6-8 weeks check program Postnatal check Assisting the Practice Operations Manager in Minor Surgery management, ie booking patients in. Manage patient information such as slideshow in the reception, leaflets, etc. Secretarial responsibilities: To provide an efficient audio, copy typing and word processing service for GPs and Health Professionals as required. This includes the typing of letters, reports, patient referrals, etc in an accurate and quality manner. Use of the e-Referral Service system where appropriate; to assist in referral of patients to one or more hospital(s) of their choice which includes sending out relevant documentation to the patient. Resolving problems which relate to the e-Referral Service. This includes changes to place of referral and dealing with rejected referrals. To retrieve medical records and assist in the completion of medical/insurance records. To copy and check medical requests for Solicitor requests. Liaising with the Solicitors and the GP to ensure the copies of medical records are provided within a timely manner. Monitor stock levels, usage and re-order requirements of stationary, cleaning, refreshments and sundry items: On a regular and ad hoc basis, monitor general usage and re-order requirements for stationary, cleaning, refreshment, and sundry items Maintaining clinical and office room equipment such as printers, PCs, etc. Supporting the HCA and nursing team with the clinical room, reception and PPE stocking as necessary Ensure the practice kitchen is stocked and maintained, including unloading the dishwasher Working with the Practice Operations Manager to register, log, track and monitor the use of practice equipment via practice systems and processes such as laptops, heaters, air fans, etc. Liaise with the practice manager for order or purchase requirements Checking the franking machine is in working order and has sufficient funds and managing outgoing post Signing for, unpacking and distributing packages Special statistical or data reports as required: Contribution to and submission of appropriate returns and reports as delegated by management to relevant bodies, including NCLICB, NHSE (relating to Antenatal/ Postnatal Care and Cytology). Information technology: Have a full understanding of the appointment system Have a working knowledge of all software and hardware Add, remove or edit users on different IT platforms. Deal with IT issues and follow through to resolution Train/ support staff in the use of systems Co-ordinate updates and changes to the clinical system Co-ordinate the website, NHS Choices, Google and any other media and ensure content is up- to-date and fit for purpose Unblock smartcards Assist the Practice Manager and Practice Operations Manager in creating and maintaining self- help information to empower staff to resolve issues. Other tasks: Receiving practice visitors when they arrive and showing them the respective offices. Receiving Locums and setting them up onto the systems. Assist Patient Participation Group. Provide support with reception, administration, nursing and management duties when required Keeping all shared working areas, notice-boards and leaflet dispensers tidy and free from obstructions and clutter Work under pressure with minimal supervision, safely use initiative with the ability to prioritise and also recognise when to ask for information or help All other responsibilities and tasks not listed here that relate to this post and the smooth running of the practice and contribute to the role within the remit of the Practice Administrator.

Job Summary: To manage the administrative processes of the team which will include the supervision of administrative staff. The temp will be expected to work without immediate direction to provide a comprehensive support service; including the implementation of organisational procedures and systems, contact with the public or internal colleagues and effective use of IT.


Candidate Profile

• Experience of undertaking a variety of administrative duties in a structured environment to support the delivery of services.
• Good working knowledge of Microsoft products.
• Knowledge of equalities & diversity issues.
• Experience of organising and directing the work of others.
• Strong organisational skills.
• Numerate.
• Customer focused.
• Able to meet deadlines and work under pressure.
• Good written/verbal communication skills.
• Strong interpersonal skills.
• Can make decisions in a timely manner.