Divisional Secretary / Personal Assistant

Princess Alexandra Hospital; Harlow; On-site; GBP 23,000 - 28,000; Full time

Job summary

Princess Alexandra Hospital NHS Trust is seeking a capable Division Secretary to provide comprehensive administrative support to the divisional leadership team. You will manage diaries, coordinating meetings, prep papers and minutes, while maintaining secure filing and confidentiality.

You will liaise with senior staff, organise events, and prepare presentations as required, ensuring timely completion of actions and adherence to NHS policies.

Qualifications

• High level of organisation and forward planning.
• Excellent diary, time-management and forward-planning skills.
• Excellent minute-taking skills and accurate record-keeping.

Responsibilities

• Coordinate the leadership teams’ diary in an efficient and effective way.
• Being first contact for the leadership team and taking autonomous action as appropriate.
• Manage all incoming and outgoing mail, ensuring that urgent correspondence and messages are given priority.
• Produce power point slides for presentations as directed by the leadership team.
• Update and maintain mailing for distributing information, and contact details.
• Maintain an effective and secure filing system.
• Set up and maintain an effective bring forward system.
• Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.
• Organise and prepare meetings and agendas.
• Take notes/minutes of meetings as required, liaising with the leadership team to ensure deadlines for producing and circulating papers and minutes are agreed and met.
• Arrange specific events and hospitality as required, e.g. conferences, seminars and workshops.
• Manage the submission of leadership team papers to the Executive Management Board, relevant Trust Boards, the ICs and other agencies as required.
• Deal with matters arising from the clinical areas of work sensitively, and maintain confidentiality at all times.
• Ensure the leadership team are briefed on circumstances/developments that have occurred during their absence so they are in possession of all up to date facts.
• Maintain personal files, annual leave and sickness records for all staff that report to the leadership team and highlight availability of key staff for key meetings and or projects.

Skills

Diary management

Organisational skills

Minute-taking

Confidentiality

Communication skills

Job description

The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wave—a national programme that’s changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector.

This means we’re working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives.

We’re a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences.

Join us and help shape the future of care in West Essex.

Job overview

The Divisional Secretary will provide comprehensive administrative and organisational support, enabling the Divisional leadership team to work effectively and focus on key operational and leadership priorities. The postholder will take responsibility for diary and schedule management, correspondence, meeting coordination and preparation, and act as a key point of contact for the wider leadership team. Working with a high degree of autonomy, they will prioritise urgent matters, maintain effective administrative and filing systems, prepare presentations and meeting documentation, and ensure actions, papers and minutes are progressed within agreed timescales. The role will also support the organisation of events, workshops and other key activities, while maintaining awareness of relevant Trust policies and wider NHS developments.

Main duties of the job

• Coordinate the leadership teams’ diary in an efficient and effective way.
• Being first contact for the leadership team and taking autonomous action as appropriate.
• Manage all incoming and outgoing mail, ensuring that urgent correspondence and messages are given priority.
• Produce power point slides for presentations as directed by the leadership team.
• Update and maintain mailing for distributing information, and contact details.
• Maintain an effective and secure filing system.
• Set up and maintain an effective bring forward system.
• Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.
• Organise and prepare meetings and agendas.
• Take notes/minutes of meetings as required, liaising with the leadership team to ensure deadlines for producing and circulating papers and minutes are agreed and met.
• Arrange specific events and hospitality as required, e.g. conferences, seminars and workshops.
• Manage the submission of leadership team papers to the Executive Management Board, relevant Trust Boards, the ICs and other agencies as required.
• Deal with matters arising from the clinical areas of work sensitively, and maintain confidentiality at all times.
• Ensure the leadership team are briefed on circumstances/developments that have occurred during their absence so they are in possession of all up to date facts.
• Maintain personal files, annual leave and sickness records for all staff that report to the leadership team and highlight availability of key staff for key meetings and or projects.

Key qualities required to carry out the role:

• Highly organised, proactive and able to manage competing priorities in a busy environment.
• Able to work independently, using initiative and sound judgement to resolve issues and escalate where appropriate.
• Excellent diary, time-management and forward-planning skills.
• Strong attention to detail and commitment to producing accurate, high-quality work.
• Excellent minute-taking skills, with the ability to accurately capture discussions, decisions and actions and ensure timely circulation.
• Able to maintain strict confidentiality and deal sensitively and professionally with confidential information.
• Excellent communication and interpersonal skills, with the confidence to engage effectively with a wide range of colleagues and stakeholders.
• Flexible and resilient, with the ability to adapt quickly to changing priorities and work effectively under pressure.

The postholder will need to maintain a high level of concentration and attention to detail while balancing multiple demands and deadlines. They will provide proactive support to the Service Manager, anticipating requirements, coordinating meetings and actions, managing information and ensuring important priorities are progressed in a timely manner.