Job overview
The Personal Assistant plays a key role in supporting the effective operation of the department, with particular responsibility for updating, managing, and improving the financial aspects of departmental activity. The postholder will work with the CSU manager and technical staff to ensure financial processes are accurate, compliant, and efficient.
A core element of the role involves overseeing day-to-day financial administration, including organising and documenting clear income and outcome of the department, processing and reconciling invoices, and ensuring timely and accurate payments. The postholder will actively review and improve existing financial processes, identifying opportunities for greater efficiency, transparency, and control.
The role requires regular use of financial and corporate systems, including Oracle and VCP forms, track expenditure, raise and manage purchase orders, process invoices, and support financial reporting. The Personal Assistant will act as a key point of contact with the CSU manager for finance-related queries, liaising with internal finance teams and external suppliers as required.
In addition to financial responsibilities, the postholder will provide high-level administrative and organisational support, ensuring that departmental operations run smoothly and that financial information is accurate, up to date, and auditable.
A strong understanding of excel and management is required to review all administrative documentation within the CSU.
Main duties of the job
Diary and Meeting Management: Independently manage the CSU Manager’s diary, coordinate internal and external meetings, and take accurate, actionable minutes to support decision-making.
Document and Records Administration: Prepare, organise, and maintain departmental documents, correspondence, and records using Microsoft Office and other systems, ensuring accuracy and compliance with organisational standards.
Financial Support and Process Management: Process invoices, petty cash, and purchases, maintain departmental financial databases, and support efficient financial workflows.
Stock and Inventory Oversight: Collaborate with the Stock Control Technician to record, track, and manage disposable equipment and supplies, ensuring accurate inventory and timely replenishment.
Confidentiality and Departmental Liaison: Handle sensitive information securely, liaise effectively with colleagues and external partners, and contribute to the smooth, efficient operation of the department.
Working for our organisation
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke’s Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people – patients, staff and partners. Recognised as providing ‘outstanding’ care to our patients and rated ‘Good’ overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH’s values – Together - Safe, Kind, Excellent – are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people’s age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Detailed job description and main responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.
Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:
- applied for a Graduate visa
- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment
- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment
This vacancy will close at midnight on the 12th February 2026.
Interviews are due to be held on the 27th February 2026.
Benefits to you
At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.
On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only café, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.
CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.
We welcome applications from the Armed Forces.
Person specification
Qualifications
Essential criteria
Vocational qualifications, NVQ, GCSE including maths and English, A level and/or qualifications in administration.
Desirable criteria
Degree.
Touch typing.
Minutes management.
Experience
Essential criteria
Setting up databases.
Managing stock control.
Filing and data collection.
Experience as an administrator.
Oracle experience.
Procurement experience.
Desirable criteria
PA experience.
Technical knowledge (AV) for training.
Knowledge
Essential criteria
Bookkeeping / basic accounting / petty cash.
Good written and verbal communication skills.
Desirable criteria
Experience in curriculum.
Experience in adult education.
Experience in TRAC.
Skills
Essential criteria
High proficiency in Excel/Word/Processing documents.
Ability to work unsupervised.
Good Communication skills.
Flexible and adaptable to the needs of service delivery.
Desirable criteria
Knowledge of VCP documentation.
Previous experience with managing basic finance documents.
Additional Requirements
Essential criteria
The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
Employer certification / accreditation badges
Documents to download
Apply online now
Further details / informal visits contact
Name
Klaudine Simpson
Job title
Manager - Deakin Centre Clinical Skills Unit
Email address
klaudine.simpson@nhs.net
Telephone number
01223 586630
Additional information
Informal visits are welcome.