University Hospitals Birmingham NHS Foundation Trust
Band 4 PA to Group Clinical Support Services
Get notified of more jobs like this · No spam, ever
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
Job Summary
We are seeking an experienced and proactive Personal Assistant to provide high-quality administrative and secretarial support to the 5 senior managers within the Group Clinical Support Services Management Team.
Based at the Queen Elizabeth Hospital Birmingham within the Group Clinical Support Services offices, the successful candidate will deliver professional, confidential, and proactive support, helping senior leaders deliver Trust priorities effectively. This is an exciting opportunity to work in a fast-paced and varied environment where strong organisational skills, attention to detail, and the ability to manage competing priorities are essential.
The post holder will be highly organised, adaptable to changing demands, and capable of working independently using their own initiative. The role also involves regular communication with both internal and external stakeholders.
Previous experience in a similar Personal Assistant or executive support role is essential.
Please note the successful candidate will be based on site within the Clinical Support Services Offices, at the Queen Elizabeth Hospital Birmingham and will be required to cover core working hours between 8am and 5pm on a roster basis.
Main Duties, Tasks & Skills Required
Main duties of the role include:
- Provide comprehensive PA support to senior staff with the department.
- Manage and coordinate complex diaries, meetings, and schedules.
- Prepare and distribute agendas, attend meetings, take minutes, and distribute.
- To collate information, design, and produce documents for the division using a range of skills and software required.
- Act as a key point of contact handling confidential and sensitive information in a professional manner.
- To devise, implement, and maintain systems for ease of filing and retrieval of documents.
- To raise purchase orders on Trust finance systems.
- Maintain accurate records, databases, and filing systems.
About Us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value, and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do, and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such, we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long-term health condition, mental health, or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
Job Description
Please Note: For a detailed job description for this vacancy, please see attached Job Description
Person specification
Qualifications
Essential
- Knowledge of a broad range of administrative and coordination procedures and systems, including non-routine processes, typically gained through training and experience to NVQ Level 3 in Business Administration (or equivalent qualification or experience).
- Understanding of organisational policies, procedures, and governance arrangements, and the ability to apply service-specific requirements within an NHS environment when supporting senior managers.
- Awareness of data protection, information governance, and confidentiality standards, including relevant legislative and organisational compliance requirements.
Experience
Essential
- Experience of working in a customer-focused or public-facing role.
- Experience of working in an administrative or secretarial role, with the ability to support service delivery effectively.
- Demonstrable experience of using initiative and problem-solving skills to manage routine and non-routine administrative tasks.
- Understanding of the importance of confidentiality and information governance in a healthcare or public sector environment.
- Experience of supporting senior managers or leadership teams.
- Experience of managing diaries, coordinating meetings, and taking accurate minutes.
- Experience of handling confidential and sensitive information appropriately.
- Experience of prioritising workload and managing competing demands to meet deadlines.
Get help with your application
Your very own career expert that helps elevate your application to the next level.
Desirable
- Experience of working in a busy environment.
- Experience of working in healthcare.
- Previous experience of transcribing formal minutes.
Additional Criteria
Essential
- Good verbal and written communication skills, demonstrating professionalism, empathy, and compassion.
- Ability to deal professionally and confidently with enquiries from staff, patients, visitors, and external contacts.
- Good IT and keyboard skills, including the use of standard office software and electronic systems.
- Strong organisational skills, with the ability to manage competing priorities, multitask, and meet deadlines.
- Ability to work accurately and pay attention to detail in an environment with frequent interruptions.
- Good time-management skills and the ability to work effectively under pressure.
- Ability to handle sensitive and sometimes stressful situations calmly and appropriately.
- Ability to use initiative, adapt to change, and work effectively in unpredictable situations.
- Confident in working with people at all levels and contributing positively to team working.
- Demonstrates care, compassion, and respect in all aspects of work.
- Accurate typing and document production skills.
- Ability to work effectively, flexibly, and collaboratively as part of a team to meet service needs.
- Demonstrates an understanding of equality, diversity, and inclusion and applies this in daily practice.
- Mature, open, and flexible approach to work.
- Ability to travel to multiple sites as required by the role.
For Help With Your Application, Contact
Claire Rickhuss
claire.rickhuss@uhb.nhs.uk
01213715960
Pay scheme
Agenda for Change
Band
Band 4
Salary
£28392.00 to £31157.00 Yearly
Contract
Permanent
Working pattern
Full-Time, Flexible Working
Reference number
304-1101433-1
Job locations
Queen Elizabeth Hospital
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
Attachments
Job Description
JD PS.pdf – 442KB Opens in a new window
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London