Divisional Personal Assistant

Transformationunitgm; Bristol; On-site; GBP 27,000 - GBP 31,000; Full time

Job summary

A large NHS Foundation Trust in Bristol is seeking a full-time Divisional Personal Assistant. In this role, you'll provide pivotal administrative support to the Senior Management Team, handling diary management and communications. The ideal candidate will have prior secretarial experience in a healthcare setting, possess excellent communication skills, and demonstrate attention to detail. This position offers a competitive salary and an opportunity to contribute to a diverse and inclusive organization committed to excellent patient care.

Benefits

Flexible working arrangements

Comprehensive health and wellbeing support

Qualifications

• Previous secretarial experience in a healthcare or public setting.
• Experience of working as part of a team and on own initiative.

Responsibilities

• Provide a full secretarial and administrative service to nominated senior managers.
• Maintain and coordinate the electronic diary of named managers.
• Collect and act upon information as required.

Skills

Excellent communication

Attention to detail

IT skills (Microsoft Office)

Ability to work under pressure

Interpersonal skills

Education

Educated to GCSE, grade C or above in 5 subjects including English and Maths

Tools

Microsoft Teams

Job description

Main area Personal Assistant Grade Band 4 Contract 10 months (10 Months fixed term in first instance) Hours Full time - 37.5 hours per week (Monday- Friday 09:00-17:00) Job ref 387-WC0480-RUH-A

Employer University Hospitals Bristol and Weston NHS Foundation Trust Employer type NHS Site Bristol Royal Hospital for Children Town Bristol Salary £27,485 - £30,162 pa pro rata Salary period Yearly Closing 18/02/2026 23:59p>

Divisional Personal Assistant

Band 4

As an organisation we recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.

Job overview

An exciting opportunity has arisen to join the Women's & Children's Management Team as a Divisional Personal Assistant. This role is pivotal in supporting members of the general management team with a full and comprehensive PA service.

Main duties of the job

The post holder will provide a coordinated administrative and secretarial service to the Senior Management Team and assist in the running of the Management Office.

The Personal Assistant will be line managed by the office manager.

Main Duties and Responsibilities

• Provide a full secretarial and administrative service to nominated senior managers, using his/her own initiative.
• To maintain and coordinate the electronic diary of the named managers and arrange meetings, taking actions as agreed and when necessary, in their absence.
• To collect, assemble and act upon information as required, knowing when to refer back to the named managers, as necessary.
• Administer the necessary workspaces.
• Dealing with telephone and personal enquiries from staff and the general public in an appropriate manner, confirming that complex messages are understood by relevant individuals and influencing them to ensure appropriate actions are undertaken.
• Excellent interpersonal and communication skills, both written and oral, with confidence in communicating in a variety of ways including face to face, telephone, electronically and in writing with a variety of staff groups and external contacts.

Working for our organisation

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as ‘Good’ overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we’re meeting our pledge.

Detailed job description and main responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person specification

Knowledge and Experience

• Previous secretarial experience in a healthcare or public setting
• Experience of working as part of a team and on own initiative

Skills and Abilities

• Excellent and professional communications both face-to-face, over the phone and by email
• Flexible approach to duties
• Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
• Good IT skills including Microsoft Packages
• Attention to detail
• Ability to work effectively in a busy team, adjust to change and motivate others
• Ability to work independently and as part of a team
• Ability to take initiative
• Methodical and reliable, with attention to detail and accuracy
• Demonstrate a flexible and adaptable approach to work with a willingness to learn and develop the role
• Capacity to adopt changes to working practices quickly
• Self-motivated, enthusiastic and approachable
• Exhibit diplomacy and interpersonal skills with ability to interact with people of all levels and background
• Professional in appearance and approach

Qualifications and Training

• Educated to GCSE, grade C or above (or equivalent) in 5 subjects including English Language and Maths
• IT skills (Microsoft packages, Office and Teams)

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.

The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.

UHBW is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.

If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

By applying for this post, you are agreeing to University Hospitals Bristol and Weston NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

IMPORTANT:

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification.

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.