Band 4 PA/Senior Administrator

University Hospitals Birmingham NHS Foundation Trust; Birmingham; On-site; GBP 24,000 - 32,000; Full time

Job summary

University Hospitals Birmingham NHS Foundation Trust is seeking a capable secretarial support professional for the Hospital Senior Leadership Team and CDG2 (Surgical) at Heartlands Hospital. The role involves accurate minute taking, preparing reports and letters, and replying to correspondence, with proactive diary and inbox management for senior leaders.

You will support executives with arranging meetings, circulating papers, and ensuring follow-up actions are completed, while maintaining

Qualifications

• Experience in senior administrative support, ideally NHS or healthcare settings.
• Proven ability to draft and circulate meeting papers, minute taking and action follow-up.
• Strong organisation, diary management and ability to prioritise under pressure.
• Excellent written and verbal communication with discretion and confidentiality.

Responsibilities

• Attend meetings including Board and committees and produce accurate minutes.
• Prepare reports, letters and circulate papers for leadership meetings.
• Manage diaries and inboxes for Heartlands Senior Leadership Team.
• Organise meetings, circulate agendas, and track follow-up actions.
• Provide administrative and secretarial support to the Executive Director and CDG2 (Surgical).
• Order supplies, receipting invoices, and maintain records in Trust systems.

Skills

Admin skills

Diary management

Confidentiality

Microsoft Office

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

We invite applications to provide secretarial support to the Hospital Senior Leadership Team and CDG2 (surgical) at Heartlands Hospital.

Your responsibilities will include attendance at meetings to include Board and committees where you will produce accurate minutes, prepare reports / letters and reply to correspondence. Additionally, you will proactively manage the diaries and/or inboxes of leaders within the Heartlands Senior Leadership team.

As a valued member of this team, your workload will be varied and often challenging as deadlines are often time sensitive - being able to multitask in an efficient manner whilst remaining confidentiality will be key to your success.

Ideally, you will have experience working within the NHS -- yet we would welcome applications from those who have worked in a similar PA capacity with evidence of providing all round secretarial duties including the preparation, circulation of meeting papers, accurate minute taking and follow up actions, as well as diary management for a busy Director or senior leader. You will support the Executive Director with signing off complaints and ordering of supplies and receipting invoices., The post holder will provide an efficient and professional administrative and secretarial service to the Hospital Senior Leadership Team and CDG2 (Surgical) at Heartlands Hospital. Working with the Executive Assistant and senior leaders, you will manage busy diaries and inboxes, maintain bring-forward and filing systems, prioritise correspondence and respond appropriately to telephone, email and face-to-face enquiries.

You will organise meetings, prepare and circulate agendas and papers, take accurate minutes, produce reports, letters and presentations, and follow up agreed actions. Daily responsibilities include maintaining records, entering and extracting information from Trust systems, ordering supplies, raising and receipting orders, and providing cover across the administration team. You may also support staff records, local induction arrangements and supervise administrative colleagues in the Executive Assistant's absence.

The ideal candidate will have strong administrative and IT skills, including confidence using Microsoft Outlook, Word, Excel and PowerPoint. You will be organised, reliable and self-motivated, with excellent written and verbal communication skills. You must use initiative and sound judgement, manage competing priorities, meet deadlines and remain calm under pressure. Discretion and confidentiality are essential, together with a sensitive and professional approach when dealing with staff, service users, senior managers and external organisations.

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.