Personal Assistant

Transformationunitgm; Tees Valley; Hybrid; GBP 27,000 - 31,000; Full time

Job summary

A healthcare organization in the United Kingdom is seeking a Personal Assistant to support Executive Directors across multiple sites. The role involves managing complex diaries, organizing meetings, and providing administrative support in a fast-paced environment. Candidates should have advanced knowledge of MS Office and excellent communication skills. This is a permanent full-time position offering a competitive salary range of £27,485 to £30,162 annually.

Benefits

Leadership and improvement training

Inclusive work environment

Qualifications

• Proven experience as an Executive Assistant or in a similar role.
• Experience dealing with confidential information.
• Ability to organize multidisciplinary meetings and events.

Responsibilities

• Provide secretarial/administrative support to Director(s).
• Manage the diaries of the Director(s) efficiently.
• Arrange meetings and handle correspondence for Director(s).

Skills

Advanced knowledge of MS Office Suite

Excellent management and communication skills

Diary management

Ability to work on own initiative

Education

GCSE in Maths and English (A-C/4-9)

Tools

MS Office Suite

Job description

Personal Assistant

Main area Corporate Services Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Work across South Tees and North Tees sites) Job ref 328-CP-7157759

Employer: South Tees Hospitals NHS Foundation Trust. Salary £27,485 - £30,162 per annum. Salary period: Yearly. Closing 22/01/2026 23:59

Band 4

Job overview

Full Time 37.5 hours

Please note This role is across South Tees Foundation Trust and North Tees and Hartlepool Trust

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).

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):

• 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;
• Prioritising incoming work and bringing to attention essential items for the Director(s)’s action.
• Ensure that follow up action is taken as required.
• Arranging meetings on behalf of the Director(s)
• Logging and processing post and emails for the Director(s)
• Being a first point of contact for telephone enquiries
• Organising travel for the Director(s)
• Order stationery, equipment and services as required and work with finance colleagues to ensure prompt payment of relevant invoices.
• 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

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:

• 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

• Advanced knowledge of MS Office Suite.
• Thorough understanding of administrative procedures.
• Awareness of policies and procedures relating to dealing with confidential data both personal and organisational.
• Working knowledge of filing/data systems including records management.
• Ability to work on own initiative and self‑manage workload.
• Able to organise multidisciplinary meetings and events.
• Excellent management and communication skills and knowledge.
• Analysing information from numerous sources.
• Advanced IT/keyboard Skills.
• Complex diary management.
• Ability to adapt rapidly to a changing complex environment.

Experience

• Demonstrable proven experience of working as an Executive Assistant or in a similar role.
• Diary management.
• Experience of dealing with confidential and sensitive information and appropriate maintenance and storage of records.
• Minute taking.
• Experience of MS Office Suite including outlook.
• Experience of communicating at all levels.

Qualifications

• GCSE in Maths and English (A‑C/4‑9) or Functional Skills (level 2)
• 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 South Tees Hospitals NHS Foundation Trust is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. We welcome applications from the Black and Minority Ethnic (BAME) Network; LGBT+ Network; Disability and Long‑Term Health Conditions Network, Faith Network, Childless not by Choice Network and the Menopause Support Group. As an inclusive employer we are here to support you.

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 candidate wishing to apply can self‑assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK - GOV.UK (www.gov.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.

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.

IMPORTANT-Please ensure you read the 'Guidance Notes for Applicants' document attached to this advert before you start to complete your application form.

This document provides detailed advice regarding the completion of your application form.

The guidance document also provides in detail what identification and certificates you must provide at interview should you be shortlisted.

As part of our pre‑employment screening process, all applicants are required to provide references from their last continuous 3 year employment and/or training/education. The referees MUST be a Line Manager/Supervisor. Applicants are requested to ensure email addresses for all referees are included on their application form. Personal references and references from colleagues are not acceptable.

Use of Artificial Intelligence in applications - please ensure you read the Guidance for Applicants document attached to this vacancy,

Unfortunately we are unable to respond to all applicants and those who are not contacted within six weeks of the closing date should assume that their application has been unsuccessful.