Band 4 Personal Assistant to Group Clinical Support Services

Band 4 Personal Assistant to Group Clinical Support Services

The closing date is 30 June 2026.

University Hospitals Birmingham NHS Foundation Trust

We are seeking an experienced and proactive Personal Assistant to provide high‑quality administrative and secretarial support to the five senior managers within the Group Clinical Support Services Management Team.

Based at the Queen Elizabeth Hospital Birmingham within the Group Clinical Support Services offices, the successful candidate will deliver professional, confidential and proactive support, helping senior leaders deliver Trust priorities effectively. This is an exciting opportunity to work in a fast‑paced and varied environment where strong organisational skills, attention to detail and the ability to manage competing priorities are essential.

The post holder will be highly organised, adaptable to changing demands and capable of working independently using their own initiative. The role also involves regular communication with both internal and external stakeholders.

Previous experience in similar roles is essential.

• Provide comprehensive PA support to senior staff within the department.
• Manage and coordinate complex diaries, meetings and schedules.
• Prepare and distribute agendas, attend meetings, take minutes and distribute.
• Collate information, design and produce documents for the division using a range of required skills and software.
• Act as a key point of contact handling confidential and sensitive information in a professional manner.
• Devise, implement and maintain systems for ease of filing and retrieval of documents.
• Raise purchase orders on Trust finance systems.
• Maintain accurate records, databases and filing systems.

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.

As such 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 those 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.

Please note for a specific detailed job description for this vacancy please see attached job description.

• Knowledge of a broad range of administrative and coordination procedures and systems, including nonroutine processes, typically gained through training and experience to NVQ.
• Level 3 in Business Administration (or equivalent qualification or experience).
• Understanding of organisational policies, procedures and governance arrangements, and the ability to apply service specific requirements within an NHS environment when supporting senior managers.
• Awareness of data protection, information governance and confidentiality standards, including relevant legislative and organisational compliance requirements.

• Experience of working in a customer‑focused or public‑facing role.
• Experience of working in an administrative or secretarial role, with the ability to support service delivery effectively.
• Demonstrable experience of using initiative and problem‑solving skills to manage routine and non‑routine administrative tasks.
• Understanding of the importance of confidentiality and information governance in a healthcare or public sector environment.
• Experience of supporting senior managers or leadership teams.
• Experience of managing diaries, coordinating meetings and taking accurate minutes.
• Experience of handling confidential and sensitive information appropriately.
• Experience of prioritising workload and managing competing demands to meet deadlines.
• Experience of working in a busy environment.
• Experience of working in healthcare.
• Previous experience of transcribing formal minutes.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

University Hospitals Birmingham NHS Foundation Trust