Personal Assistant & Patient Safety Administrator, Band 4
The closing date is 19 May 2026.
We are seeking an enthusiastic and experienced administrator or personal assistant to support the Divisional Leadership Team and Patient Safety Team within the Women & Children’s Division at Gloucestershire Hospitals NHS Foundation Trust. The successful candidate will be a motivated individual able to work independently, use initiative and prioritise work flexibly to meet workload demands without direct supervision.
Responsibilities
* Organise diaries for divisional leadership; arrange internal and external meetings; support governance and divisional meetings; collate spreadsheets; support recruitment processes; take minutes; support culture and leadership development.
* Conduct initial incident reviews on Datix; coordinate complaint responses; organise evidence for investigations; maintain tracking systems for health records; assist with audits, action plans and serious incident investigations.
* Provide general administrative support, including preparing correspondence and reports; maintain diaries and appointments; arrange meetings and visits; take messages; prepare drafts of correspondence; support decision‑making through high‑quality administration.
Qualifications
* GCSE grade C or above (or equivalent) in literacy and numeracy.
* Educated to Diploma/Degree level or aspiration to study.
* Keyboard skills equivalent to RSA III.
* High level of literacy and proof of proficiency in Microsoft Office packages.
Experience
* Experience coordinating complex information and preparing reports.
* Proven experience in administrative management, demonstrating initiative and reliability.
* Experience as a secretary or personal assistant supporting senior staff or teams.
* Experience managing staff.
* Experience working within a healthcare, public sector or similarly complex organisational environment.
Knowledge
* Full secretarial and administrative support to a division; prepare drafts of correspondence and reports; maintain diary and appointments; arrange meetings and visits; take messages.
* Strong organisational and communication skills; ability to prioritise, manage competing deadlines and work independently.
* Ability to collate, analyse and present complex information in clear, structured formats (spreadsheets, reports).
* Ability to handle confidential and sensitive information with professionalism and sound judgement.
* Knowledge and experience of Microsoft Office packages (Word, Outlook, Excel) and proficiency in hospital computer systems including TrakCare, PAS and Badgernet.
* Understanding of NHS structures, terminology and governance processes.
Personal Attributes
* Enthusiastic and self‑aware.
* Team focused, adaptable and dependable.
* Creative and flexible with a problem‑solving approach.
* Resilient under pressure and able to manage interruptions while maintaining accuracy.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for disposal to the Disclosure and Barring Service to check for any previous criminal convictions.
Employer name
Gloucestershire Hospitals NHS Foundation Trust
£28,392 to £31,157 a year (pa pro rata if part‑time)
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