Personal Assistant

NHS Jobs; Gloucester; Remote; GBP 13,000 - 17,000; Part time

Job summary

Gloucestershire Health and Care NHS Foundation Trust is seeking a part-time Personal Assistant to provide confidential administrative and secretarial support to the CYPS Service Director within CAMHS. The role requires flexible handling of diaries, travel arrangements, and minutes, with a strong emphasis on professionalism and patient/service confidentiality.

You will work with the wider PA team to ensure service delivery and cover, while contributing to continuous process improvement and

Qualifications

• GCSE English and Maths at least grade 4/C or equivalent.
• NVQ Level 2 in administration or equivalent experience; NVQ Level 3/ RSA 3 optional.
• Ability to contribute to continuous improvement of systems and processes.
• Previous NHS experience is advantageous.
• ECDL or equivalent computer skills required.
• Proficient in Microsoft Office (Word/Excel/PowerPoint/Outlook).
• Experience analyzing information and producing statistical reports.
• Familiar with MS Teams for video conferences.
• Experience with web-based procurement systems.

Responsibilities

• Provide confidential administrative and secretarial support to the CYPS Service Director.
• Work as part of the PA team to ensure service coverage.
• Project a professional image through excellent customer care.
• Maintain confidentiality at all times.
• Organise meetings and minute-taking for Board level meetings.
• Handle diaries, travel, and accommodation bookings.
• Prepare agendas, venues, and follow-up actions for events.
• Respond to telephone and email inquiries accurately and promptly.
• Maintain accurate filing systems and records with strict confidentiality.
• Support routine HR procedures (recruitment, annual leave).
• Assist in tender collation and procurement documentation.
• Monitor strategic developments within the Trust and regional updates.
• Assist with sourcing information for Director on key initiatives.

Skills

GCSE English & Maths

NVQ Level 2 Administration

Continual improvement

NHS experience

ECDL

Microsoft Office

Info analysis & reports

MS Teams

Procurement systems

Tools

Microsoft Office

MS Teams

Web-based procurement systems

Job description

Go back Gloucestershire Health and Care NHS Foundation Trust

Personal Assistant

The closing date is 04 October 2026

This role is offered on a fixed term/secondment basis for up to 9 months. The hours are part-time, 22.5 hours per week.

*Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment*

The role is based within the Child and Adolescent Mental Health Service(CAMHS) at its Gloucester site, however it may be necessary for the post holder to travel, on an infrequent basis, to other sites within Gloucestershire to support at times of staff shortages etc.

Take responsibility for operational management tasks as delegated by CAMHS Support Services Lead.

Main duties of the job

To provide a full confidential, administrative and secretarial service to the CYPS Service Director (including wider CAMHS Management as requested)

To work as a member of the wider PA team to ensure service delivery and adequate PA cover is provided

To project the professional image of the business through demonstrating excellent customer care in all activities

To adopt a constantly flexible approach to ensure that objectives are completed efficiently and within given timescales

To maintain confidentiality at all times

About us

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Job responsibilities

To provide comprehensive and efficient secretarial and personal assistant support ensuring the accurate and timely production of work to a high standard.

Word processing, audio-typing, production of letters, documents, tables, presentations using Microsoft Office programmes (Word, PowerPoint and Excel in particular).

Complex and frequently changing diary management using Microsoft Outlook.

Booking and arranging travel, transport and accommodation.

Setting up and using multi-media technology such as MS Team.

Provide formal reports regarding the analysis of CAMHS information (this may include some statistical analysis).

Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages.

Log and prioritise post, taking appropriate action and responding as required.

Communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trusts policies and procedures.

Provide and receive complex and sensitive information to work colleagues and clients using tact and diplomacy.

Be responsible for organising meetings, conferences and workshops including preparation of agendas, arranging venues and hospitality and ensuring follow-up actions are initiated and arranged.

Support Board level meetings by comprehensive minute taking.

Maintaining accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information.

Providing support for routine HR procedures e.g. recruitment and selection, annual leave, as delegated by CAMHS Management.

Assist in collating tenders for the procurement of goods and services and ensuring that relevant documentation of the procedures are completed.

Maintaining awareness of strategic developments within the Trust.

Sourcing information for the Director on key initiatives/developments nationally and locally.

Assist in ordering and maintaining stationery stock, office equipment and other physical assets as required.

Undertake any other appropriate duties as may be delegated from time to time.

Be able to work to deadlines as required by the service needs.

Actively participate in team meetings and discussions with colleagues and managers to make constructive suggestions as to how services could be improved with own work area and implementing such changes with guidance from line manager.

Acts in ways that support equality and value diversity. Treat everyone with whom you come in contact with dignity and respect and recognise and report behaviour that undermines equality and diversity.

Person Specification

• GCSE level 4 and above (Grade C) to include English and maths
• NVQ Level 2 in administration or equivalent experience NVQ Level 3 Administration / RSA Level 3 or equivalent experience
• Ability to contribute to the continuous improvement of systems and processes.
• Previous experience of working within the NHS.
• European Computer Driving Licence (ECDL) or equivalent experience
• Previous experience of using software package Microsoft Office e.g. Word, Excel, PowerPoint, Outlook to a high level.
• Experience in supporting with information analysis and provision of statistical reports.
• Experience of video conference platforms such as MS Teams.
• Experience of using web-based procurement 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.

Employer name

Gloucestershire Health and Care NHS Foundation Trust