Band 4 Personal Assistant
University Hospitals Birmingham NHS Foundation Trust
The closing date is 05 May 2026
Are you currently looking for an exciting opportunity to work for one of the largest NHS Trusts in the country? Are you ready for your next challenge? Do you want to try a new area of work? If the answer is yes, we can help make that happen!
Who are we looking for?
* A can‑do person who gets involved and makes things happen.
* Fabulous admin‑based skill set.
* Not phased by working in a busy and fast‑paced office.
What can we offer?
* Supportive teams who want you to shine.
* Opportunity to get involved and influence what we do and how we do it.
* Opportunity to help and support senior managers and Trust Directors do what they need to do.
* The role is located onsite at our Queen Elizabeth Hospital site where the team is based, but there may be times when cross‑site travel is required.
Main duties of the job
* Provide full administrative and secretarial service to the team.
* Diary management; arrange meetings including venue hire, catering and equipment.
* Be the first point of contact for staff and visitors.
* Receive, prioritise and respond to incoming telephone calls, emails and other communications.
* Prepare and distribute agendas, attend meetings, take minutes and distribute.
* Collate information, design and produce documents for the division using a range of skills and software (flow charts, PowerPoint, Excel).
* Obtain personal and confidential information as required.
* Devise, implement and maintain systems for ease of filing and retrieval of documents.
* Raise purchase orders on Trust finance systems.
* Undertake office organisation.
* Produce documents for the manager, such as spreadsheets, contracts, letters, memos, policies and guidelines.
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. 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 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.
Qualifications
* Good general education (e.g., GCSE English and Maths A‑C, GCSE level 9‑4).
* Business Administration NVQ level 3 or equivalent experience in an administrative environment.
Experience
* Experience of dealing with public/customer service.
* Experience of working in a secretarial/administrative role with a proven track record of problem solving.
* Good organisational skills.
* Ability to use own initiative and deal with the unpredictable.
* Ability to work under pressure and to multi‑task.
* Ability to work to deadlines.
* Experience of working in a busy environment.
* Experience of working in healthcare.
* Previous experience of transcribing formal minutes.
Additional Criteria
* Plus knowledge of dealing with non‑routine issues such as problem solving for an area of work.
* Good communication/customer care skills both written and verbal demonstrating sympathy and compassion.
* Good organisational skills and ability to multitask.
* Ability to deal professionally with enquiries from staff, patients and visitors.
* Understand confidentiality and apply the principles in everyday working practice.
* Attention to detail in predictable interruptions to the work pattern.
* Ability to deal with stressful situations and sensitive issues.
* Work effectively and flexibly as part of a team to meet the needs of the services.
* Confident in dealing with people at all levels.
* Must be able to demonstrate an understanding of equality and diversity.
* Mature open and flexible approach to work.
* Demonstrates care and compassion.
* Good inter‑personal and communication skills.
* Ability to travel to multiple sites.
* Ability to work under pressure and deal with stressful situations.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires submission for Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.
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