Main area Administrative Services Grade NHS AfC: Band 4 Contract Permanent Hours Part time - 20 hours per week (8-4 Mon to Fri) Job ref 388-7392362-CORP
Employer Torbay and South Devon NHS Foundation Trust
Employer type NHS
Site Torbay Hospital
Town Torquay
Salary £27,485 - £30,162 per annum pro rata
Salary period Yearly
Closing 23/09/2025 23:59
Personal Assistant - Executive Team & Senior Deputies
NHS AfC: Band 4
Job overview
We are looking for an innovative and confident individual to join us as a Personal Assistant (PA) within the executive team.
Whilst you primarily would support the Deputy Chief Nurse Officer (DCNO) there may be a requirement for you to work flexibly amongst the executive team and senior deputies to support administrative duties in line with service requirements.
We are looking for an experienced individual who is able to manage a fast pace and varied workload.
If you would like to learn more about this opportunity please don’t hesitate to phone us.
Main duties of the job
* Provide an effective and professional service to enable the DCNO and their teams to work efficiently.
* Undertake effective diary management, prioritising diary commitments on behalf of the DCNO on a daily basis. Manage incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action
* Organise regular committees and group meetings. Manage agendas and papers for meetings and take accurate minutes as required
* Communicate and liaise effectively with external agencies, visitors and the local disciplines as directed and required on a range of complex and sensitive topics
* Display tact, diplomacy and confidentiality at all times, using initiative, persuasion and negotiation when necessary
* Communicate verbally and/or in writing to produce confidential and sensitive correspondence
* Manage incoming telephone calls and enquiries and ensure appropriate action is taken
* Ensure effective communication links are set up and maintained with other Personal Assistants and senior secretaries as appropriate. To be able to explore effective systems to aid smooth running and organisation of meetings
Working for our organisation
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care.
We have a positive and vibrant working atmosphere. We are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.
Detailed job description and main responsibilities
* Diary Management
* Organising meetings, distributing agendas and taking minutes
* To organise the DCNO emails in a professional and discreet manner
* Proficient use of all Microsoft Office applications, especially running an Outlook calendar
* Understand and maintain a high standard of confidentiality adhering to the Trust Data Protection policy at all times
* Provide occasional support to other senior managers on request of DCNO
* To support with any ad hoc requests from DCNO
* To monitor and maintain IT based information systems
* To support with audit and accurately record for quality assurance
* There are no direct budgetary responsibilities attached to this post.
* Act as point of contact for DCNO
Person specification
Knowledge and experience
* Experience in relevant setting
* Able to demonstrate advanced skills in the use of word processing packages, spreadsheets and databases
* Ability to respond effectively to correspondence without supervision
* Good overview of NHS organisation and management
Qualifications and training
* Recognised secretarial/administrative qualifications
* NVQ 3 in Administration or equivalent experience
* RSA 3 or equivalent keyboard qualifications
* GCSE in English and Mathematics Grade C (or equivalent) minimum
Specific skills
* Proven ability to provide a high quality of secretarial and administrative support
* Ability to interact and communicate professionally with colleagues, patients and other health professionals at a senior level adapting working styles to suit the circumstances and objective
* Excellent administrative and organisational skills in an appropriate environment
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere; we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.
IMPORTANT INFORMATION
* We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
* Please read the job description carefully and tailor your application to reflect the requirements of the role.
* Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
* Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
* Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
* If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
* It is your responsibility to ensure the timely receipt of appropriate references.
The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.
The Trust certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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