Job overview
An exciting opportunity has arisen for a Band 5 Management Personal Assistant to join the Sussex Bowel Cancer Screening Programme on a fixed-term basis for 12 months.
This Public Health England-funded role provides high-level administrative, analytical and governance support to the Bowel Cancer Screening Programme Management Team. The post holder will work closely with the General Manager and Lead Specialist Screening Practitioner / Clinical Manager, supporting the effective coordination, performance monitoring and governance of a nationally regulated screening service.
The role includes complex diary management, preparation of professional reports and presentations, formal minute-taking across governance and programme meetings, action tracking, and the production of data-driven performance reports to support senior clinical and managerial decision-making.
The successful candidate will be highly organised, proactive and confident working independently, with strong communication skills and advanced Microsoft Office capability.
The post involves cross-site working across RSCH, PRH and ESHT and requires flexibility to attend in-person meetings where required.
Flexible working options will be considered in line with service needs.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post.
Main duties of the job
The post holder will provide high-level Personal Assistant and governance support to the Bowel Cancer Screening Programme Management Team, ensuring effective coordination of a nationally regulated screening service.
Key responsibilities include managing complex diaries and supporting the General Manager and Lead Specialist Screening Practitioner; organising and servicing multi-site governance and performance meetings; preparing agendas and papers; and producing accurate, high-quality minutes with proactive action tracking and risk escalation.
The role includes preparing professional reports, briefing papers and presentations for Directorate and Trust-level meetings, and gathering, validating and analysing activity data to produce clear performance reports for senior leaders.
Please note that if you currently work for another NHS Trust or UHSussex and you are applying to accept this position as a secondment opportunity, before applying you must seek agreement and authorisation from your current Trust/Manager. Secondments can’t be agreed without this approval. If you are unable to gain approval, you should refrain from applying unless you wish to take this role as a fixed term position.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
The Band 5 Management Personal Assistant provides high-level administrative, governance and analytical support to the Sussex Bowel Cancer Screening Programme Management Team. The post holder will work closely with the General Manager and Lead Specialist Screening Practitioner / Clinical Manager to ensure effective coordination, performance oversight and compliance within a nationally regulated screening service.
Executive and Governance Support
1. Provide comprehensive Personal Assistant support, including complex diary management and coordination of meetings across multiple Trust sites.
2. Organise and service governance, project, Directorate and stakeholder meetings, both in person and virtually.
3. Prepare agendas, collate and quality-check papers, and produce accurate, professional minutes that clearly document decisions, risks and actions.
4. Maintain and proactively monitor action logs, ensuring agreed deliverables are completed within timescales and escalating overdue or high-risk actions to senior leads.
5. Support the preparation of high-quality presentations, reports and briefing papers for senior clinical and managerial audiences.
Performance Reporting and Information Management
6. Gather, validate and analyse activity and performance data from relevant information systems.
7. Produce statistical summaries and performance reports to support Directorate oversight and informed decision-making.
8. Present complex information in clear and accessible formats suitable for senior leaders.
9. Identify inconsistencies, trends or potential risks within data and escalate appropriately.
10. Support documentation requirements for governance reviews, audits and performance meetings.
Financial and Administrative Coordination
11. Raise purchase orders and process invoices in accordance with Trust Standing Financial Instructions.
12. Maintain accurate financial records to support budget monitoring and audit requirements.
13. Ensure documentation is appropriately stored and managed in line with information governance standards.
14. Provide flexible administrative support across the Programme in response to evolving service priorities.
Communication and Stakeholder Engagement
15. Act as a professional point of contact for senior clinicians, managers and partner organisations.
16. Facilitate effective communication across the Programme, ensuring decisions and actions are clearly recorded and shared appropriately.
17. Handle sensitive and confidential information with discretion and professionalism.
Compliance and Professional Standards
18. Maintain confidentiality in accordance with the Data Protection Act, Freedom of Information Act and Caldicott Principles.
19. Adhere to Trust policies, governance frameworks and safeguarding requirements.
20. Contribute to continuous improvement and service development initiatives aligned to national Screening standards.
21. Engage in ongoing professional development and participate fully in the Trust appraisal process.
The role requires sustained concentration, strong organisational skills and the ability to manage competing priorities with minimal supervision, while maintaining high standards of governance, professionalism and attention to detail.
Person specification
Qualifications
Essential criteria
22. Educated to A-level standard (or equivalent Level 3 qualification) or equivalent demonstrable experience.
Experience
Essential criteria
23. Significant experience providing high-level administrative or Personal Assistant support to senior managers.
24. Experience of formal minute-taking within governance, project or senior-level meetings, including maintaining action logs.
25. Experience gathering, analysing and presenting data to produce reports for senior audiences.
26. Experience working within the NHS with understanding of governance and performance reporting processes.
Desirable criteria
27. Experience supporting governance, quality improvement or service change initiatives.
28. Experience using patient administration systems (PAS) or healthcare information systems.
Skills
Essential criteria
29. Advanced Microsoft Office skills including PowerPoint, Excel and Outlook.
30. Strong organisational skills with the ability to manage competing priorities and meet deadlines.
31. Demonstrates discretion and professionalism when handling confidential or sensitive information.
Equality, Diversity, and Inclusion
Essential criteria
32. Evidence of having undertaken own development to improve understanding of equalities issues
33. Evidence of having championed diversity in previous roles (as appropriate to role).
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications