Personal Assistant

East of England Community Health and Care NHS Trust (Cambridge); Cambridge; On-site; GBP 28,000 - 31,000; Full time

Job summary

East of England Community Health and Care NHS Trust (Cambridge) is seeking a confident Personal Assistant to support the Chief Nurse's Directorate. The role provides comprehensive administrative and secretarial support to two Deputy Chief Nurses and two Assistant Directors.

The post requires proactive, professional individuals with excellent communication and strong attention to detail, capable of diary management, minute taking, and using Microsoft 365.

Qualifications

• Educated to GCSE level (or equivalent) including English and Mathematics.
• Level 3 qualification in Business Administration, Secretarial Studies, Management Support or related subject, or equivalent experience.

Responsibilities

• Provide comprehensive PA, secretarial and administrative support to two Deputy Chief Nurses and two Assistant Directors.
• Manage complex diaries and coordinate meetings for senior leaders.
• Prepare agendas, meeting papers, and take minutes with action logs.
• Produce high-quality reports, presentations and correspondence.
• Maintain filing systems and ensure information governance compliance.

Skills

Diary management

Communication skills

Discretion

Education

GCSE English and Maths

Level 3 qualification in Business Administration/Secretarial Studies/Management Support

Tools

Microsoft 365

Job description

East of England Community Health and Care NHS Trust (Cambridge)

Personal Assistant

The closing date is 17 November 2026

We are seeking a confident experienced, & highly organised Personal Assistant to join the Chief Nurse's Directorate within East of England Community Health and Care NHS Trust.

This key role provides comprehensive administrative, secretarial & organisational support to two Deputy Chief Nurses, the Assistant Director of Allied Health Professionals and the Assistant Director of Professional Practice (Nursing).

We're looking for a professional, proactive and adaptable individual who can confidently manage competing priorities & maintain excellent attention to detail. You'll play a vital role in supporting the delivery of high-quality, safe and effective services by providing senior leaders with efficient, responsive business support.

The successful candidate will possess excellent communication & organisational skills, be able to work independently using initiative and judgement, & demonstrate the highest standards of confidentiality & professionalism. Proven experience of diary management, minute taking, meeting coordination & the use of Microsoft 365 applications is essential.

This is an ideal opportunity to work closely with senior leaders, contribute to priorities across patient safety, patient experience, professional practice, & quality improvement.

Unfortunately, this role does not meet the criteria for sponsorship under the Skilled Worker or Health and Care Worker visa routes. Applications from candidates requiring sponsorship to work in the UK cannot be considered.

Main duties of the job

The post holder will provide a comprehensive Personal Assistant service to senior leaders within the Chief Nurse's Directorate, supporting the effective management of a wide range of administrative and organisational activities.

The successful candidate will manage complex diaries, coordinate meetings, act as a key point of contact for enquiries, and handle sensitive information with professionalism and discretion. Responsibilities include preparing agendas and meeting papers, taking accurate minutes, monitoring actions, and producing high-quality reports, presentations and correspondence.

The role also involves maintaining effective filing systems, supporting workforce administration processes, and ensuring records are managed in line with information governance requirements. Working closely with colleagues across the Trust, the post holder will provide responsive support to help deliver priorities relating to patient safety, patient experience, professional practice, governance and quality improvement.

We are seeking a motivated and organised individual with excellent communication skills, strong attention to detail, and the ability to manage competing priorities while maintaining a high standard of service.

About us

Rated 'Outstanding' by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.

There's one reason why our services are outstanding - and that's our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.

If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.

Please be aware that East of England Community Health and Care NHS Trust will never ask applicants to pay fees at any stage of the recruitment process, including job applications, sponsorship arrangements, or employment offers. All recruitment communications and job applications should only be made through our official careers website and published contact details.

Job responsibilities

Job Purpose

The post holder will be a key member of the Chief Nurses Directorate and will be responsible for providing comprehensive administrative, secretarial and organisational support to the two Deputy Chief Nurses, the Assistant Director of Allied Health Professionals and the Assistant Director of Professional Practice (Nursing).

The role requires the post holder to work independently with minimal supervision, exercising initiative, discretion and judgement in managing competing priorities and maintaining effective communication across a range of internal and external stakeholders.

Main Duties & Responsibilities

Personal Assistant duties

• Provide high-quality, comprehensive, and responsive personal assistant, secretarial and administrative support to the two Deputy Chief Nurses, the Assistant Director of Allied Health Professionals and the Assistant Director of Professional Practice (Nursing)
• Support portfolios including patient experience, patient safety, regulatory compliance and quality by ensuring meetings, papers, correspondence and actions are coordinated effectively.
• Develop a strong understanding of the priorities, objectives and working styles of the Deputy Chief Nurses and assigned Assistant Directors to provide proactive, responsive and effective PA support.
• Act as the first point of contact for enquiries on behalf of the Deputy Chief Nurses assigned Assistant Directors, managing communications professionally and ensuring appropriate action is taken.
• Proactively manage complex electronic diaries and 'bring forward' systems, anticipating requirements, responding to changing priorities and ensuring the Deputy Chief Nurses and assigned Assistant Directors are fully prepared for meetings and commitments.
• Take accurate and timely minutes of meetings, produce action logs and ensure meeting outcomes and actions are circulated and monitored appropriately.Ensure efficient follow-up of actions arising from meetings using initiative to monitor progress and highlight outstanding actions where appropriate.
• Develop and maintain electronic and paper filing systems ensuring records are accurate, accessible, archived appropriately and managed in accordance with the Trusts information governance and data retention policies.
• Prepare, format and distribute letters, reports, presentations and other documentation to a high professional standard using Microsoft 365 and other Trust systems.
• Utilise Microsoft 365 applications and Trust electronic systems effectively, supporting efficient ways of working and maintaining accurate records.
• Maintain personnel files and electronic information relating to annual leave, sickness absence, mandatory training and other workforce information in accordance with organisational policies and processes.
• Ensure effective office administration systems are maintained and support business continuity through appropriate handover arrangements and office cover during periods of absence.
• Handle confidential and sensitive information appropriately, including matters relating to recruitment, employee relations, serious incidents, complaints and governance processes.
• Act as an ambassador for the Trust, demonstrating professionalism, discretion, integrity, courtesy and respect in all interactions.
• Work collaboratively with business support colleagues to provide a comprehensive, flexible and professional support service across the Chief Nurse Directorate.
• Arrange visitor parking at Trust sites using the appropriate systems where required.
• Organise internal and external meetings, including: diary coordination venue and room bookings agenda preparation collation and circulation of meeting papers arranging refreshments where required coordination of attendee requirements

Health and Safety

• Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act (1974), to ensure the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.
• Ensure the Trusts Health and Safety Policies are understood and observed and that procedures are followed.
• Ensure the appropriate use of equipment and facilities and the environment is maintained in good order.
• Take the necessary precautions to safeguard the welfare and safety of themselves, patients, staff and visitors, in accordance with the Health and Safety at Work Act.
• Undertake appropriate Health and Safety training to support safe working practice including, where appropriate, its management.

People Management

Maintaining own professional development and requirement to take part in appraisal and KSF process.

Clinical and Practice Governance

• Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
• Any data that is taken/shared as part of a phone call or transported, faxed, or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
• The post holder must adhere to the Trust risk assessment and risk management processes
• The post holder must adhere to infection control policies and procedures
• Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
• The post holder must participate in clinical and safeguarding audits as required
• The post holder is required to participate in relevant emergency preparedness process for their team.

Person Specification

Qualifications and Training

• Educated to GCSE level (or equivalent) including English and Mathematics.
• Level 3 qualification in Business Administration, Secretarial Studies, Management Support or related subject, or equivalent experience.

Experience

• Proven significant experience providing PA, Executive Assistant or senior administrative support.
• Proven experience of complex diary and email management.
• Proven experience of supporting senior managers and/or directors.
• Previous experience of working in the NHS or Public Sector.
• Experience supporting Nursing, Quality, Governance or Corporate functions.
• Previous experience of working with NHS stakeholders.

Knowledge and Skills

• Proficient in Microsoft 365 applications including Outlook, Word, Excel, PowerPoint and Teams.
• Knowledge of ESR and/or NHS electronic systems.

Disclosure and Barring Service Check

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.

East of England Community Health and Care NHS Trust (Cambridge)

£28,392 to £31,157 a yearper annum, pro-rata