Job overview
Full Time hours
Please note This role is across South Tees Foundation Trust and North Tees and Hartlepool Trust
Demonstrable proven experience of working as a Secretary or Personal Assistant in an office environment is essential for the role.
An opportunity has arisen for two colleagues to join a team of Executive Assistants (EAs) and Personal Assistants (PA)s who support the Executive Directors and Operational Leadership Team across University Hospitals Tees. This opportunity comes at an exciting time within the University Hospitals Tees.
The role offers a fast-paced environment and a unique perspective into the workings of the University Hospitals Tees. We are therefore keen to recruit dynamic, proactive and engaging members to this team - who together form the expert administrative resource that ensures our Executive Director and Operational Leadership teams have the requisite support to facilitate the smooth-running of their diaries, meetings and wider commitments/engagements.
The role will report to the Team Leader on a day-to-day basis.
Cross site working is an essential part of the role (at both South Tees Hospitals & University Hospital of North Tees) and therefore candidates must have access to a vehicle for work purposes to meet the requirements of the role.
Main duties of the job
The following outlines the post holder's key responsibilities (this list is not exhaustive and to the post holder will be expected to undertake other tasks):
1. Providing secretarial/administrative support to Director(s) including word processing documents, correspondence, reports as required
Managing the diaries of the Director(s) in an efficient and timely manner;
2. Prioritising incoming work and bringing to attention essential items for the Director(s)s action.
3. Ensure that follow up action is taken as required.
4. Arranging meetings on behalf of the Director(s)
5. Logging and processing post and emails for the Director(s)
6. Being a first point of contact for telephone enquiries
7. Organising travel for the Director(s)
8. Order stationery, equipment and services as required and work with finance colleagues to ensure prompt payment of relevant invoices.
9. Providing support to Directorate and Site Level meetings to ensure that they run as efficiently as possible.
Please note that this vacancy may close when we receive sufficient completed applications.
Working for our organisation
We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
South Tees Hospitals NHS Foundation Trust offers leadership and improvement training to all new staff. This training programme has been designed to support our staff in developing their understanding of leadership and management skills. You will be expected to attend the following training sessions:
Your Leadership Impact
Leading Your Team to Success
Service Improvement for Beginners
Developing your Service Improvement Skills
The leadership and improvement programme aims to:
Explore leadership within the NHS
Promote Trust values and behaviours
Develop your leadership effectiveness and skills
Equip you with the necessary knowledge and skills to lead and complete service improvements within the scope of your role.
After you complete these three and a half days of training you will be able to explore further leadership and improvement training opportunities. We also offer further in-house courses and bitesize programmes through our Leadership and Improvement Team.
Detailed job description and main responsibilities
Please see the full job description and person specification document(s) attached for main responsibilities of the role.
Person specification
Knowledge & Skills
Essential criteria
10. Advanced knowledge of MS Office Suite.
11. Thorough understanding of administrative procedures.
12. Awareness of policies and procedures relating to dealing with confidential data both personal and organisational.
13. Working knowledge of filing/data systems including records management.
14. Ability to work on own initiative and self-manage workload.
15. Able to organise multidisciplinary meetings and events.
16. Excellent management and communication skills and knowledge.
17. Analysing information from numerous sources.
18. Advanced IT/keyboard Skills.
19. Complex diary management.
20. Ability to adapt rapidly to a changing complex environment.
Experience
Essential criteria
21. Demonstrable proven experience of working as an Executive Assistant or in a similar role.
22. Diary management.
23. Experience of dealing with confidential and sensitive information and appropriate maintenance and storage of records.
24. Minute taking.
25. Experience of MS Office Suite including outlook.
26. Experience of communicating at all levels.
Qualifications & Training
Essential criteria
27. GCSE in Maths and English (A-C/4-9) or Functional Skills (level 2)
28. Knowledge of secretarial and administrative procedures and systems, the majority of which are non-routine, acquired through training and experience to Vocational Level 3 or equivalent; plus knowledge of specialist functional/medical/legal terms, organisational policies and procedures and knowledge and experience to deal with non-routine issues such as problem solving for an area of work or developing alternative or additional procedures.
Disclosure and Barring Checks (DBS)
It is the policy of South Tees Hospitals NHS Foundation Trust that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost of their DBS. The method of payment for this is via salary deduction from your first month's pay.
Equality, Diversity and Inclusion
Everything we do is shaped by our values: Respect, Support, and Collaborate.
At University Hospitals Tees we want our workspaces to be places where everyone feels welcome, valued and safe. We treat people with respect, and we celebrate the differences that make each of us unique.
We welcome applications from everyone, no matter your age, background, race, religion, disability, sex, sexual orientation, gender identity, family circumstances or beliefs.
We are here to support you throughout your application and at every stage of your career with us. We believe we work best when we collaborate, learn from each other and build teams that reflect the communities we serve.
Supporting disabled people and people with longterm conditions
We are a Disability Confident committed employer aspiring to become a lead employer in 2026.
This means we give fair and full consideration to applicants and will offer reasonable adjustments during the recruitment process. If you need help with your application, or need the information in a different format, please contact our recruitment team and we will support you.
If you have any special requirements to help you with your application, email our team at or call us on 01642 854610
Right to Work in the UK
The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK - (.
Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.
Please note that not everyone needs a Skilled Worker visa. If you are applying for a vacancy in health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead.
We are able to offer sponsorship for a Health and Care Worker or Skilled Worker visa, subject to candidate and position eligibility. Please review the job eligibility guidance for skilled workers here: Skilled Worker visa: Your job - ( and for the Health and Care Worker visa here: Skilled Worker visa: eligible healthcare and education jobs - (
Please note: if the job you are applying for does not meet the eligibility criteria above, we will be unable to offer you sponsorship and you will need to explore whether you may be eligible to apply for an alternative immigration route which will secure your right to work in the UK before you apply. If you are in the UK already on a visa, please ensure you have no restrictions that would prevent you from taking this post.
The Trust encourages and supports all applicants to be fully vaccinated against both COVID19 and influenza.
Please be aware, there are occasions where some vacancies may close prior to the closing date advertised. This will only happen where sufficient applications are received AND will be made evident on the job advert.
Please note if you are successfully shortlisted, we will contact you via the email address that you have applied from so please ensure you check your emails regularly.
Existing employees of South Tees NHS Foundation Trust currently on the Redeployment Register, who meet the essential criteria for this post, will be shortlisted and interviewed prior to all other applicants.