Personal Assistant

Central and North West London NHS Foundation Trust; Greater London; On-site; GBP 40,000 - 60,000; Full time

Job summary

A prominent NHS organization is seeking a full-time Personal Assistant for a 6-month secondment. This role includes comprehensive administrative support to the Deputy Borough Directors and collaborating with mental health teams. The successful candidate will manage diaries, coordinate meetings, and prepare correspondence. Essential qualifications include degree-level education or equivalent experience, along with outstanding communication and organizational skills. Join a dedicated team working to enhance community mental health in London.

Qualifications

• Educated to degree level or equivalent relevant extensive administrative experience.
• Evidence of further development such as a recognised secretarial qualification.

Responsibilities

• Provide comprehensive secretarial support to Deputy Borough Directors.
• Manage diaries and arrange meetings.
• Prepare documents like letters and reports using Microsoft Office.

Skills

Communication skills

Organizational skills

Microsoft Office proficiency

Customer relations management

Diary management

Education

Degree level education or equivalent administrative experience

RSA Level III or equivalent qualification

Tools

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Job description

Job Overview

6 month secondment

We are looking for a full time (37.5) motivated and enthusiastic Personal Assistant with a wide range of office skills.

The post holder will support the Deputy Borough Directors and will work closely with the Community Mental Health Teams and Learning Disabilities Services in the borough to comprehensively ensure that admin staff are working to the priorities of the services.

The post holder will develop an understanding of the sector/directorates’ responsibilities and thus support all associated staff in carrying out their duties. To provide comprehensive administrative and personal support to both the Borough/Service Director and the Clinical Director. This will include management of diaries/establishment of electronic diaries, coordination of meetings, drafting correspondence, minuting meetings, monitoring expenditure and report writing.

Main duties of the job

The post holder will work as an integral part of the Borough’s Community Mental Health Services, working closely with the Deputy Borough Director PA/Professional Admin Lead, Borough Director and Clinical Director, Consultants, Team Managers, Business & Transformation Manager, Business & Performance Officer, clinical and medical staff and administrative staff, as well as other Trust staff and various internal and external agencies.

Working for our organisation

Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024.”

As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.

Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

For further info please visit: Skilled Worker visa: Overview - GOV.UK

The post holder will be required to work flexibly, assisting as and when necessary, which may involve them in a developing role.

Health and Safety

Central and North West London NHS Foundation Trust has a Health and Safety Policy applicable to all employees. Employees must be aware of their responsibility under the Employment Rights Act 1996 to ensure that agreed safety procedures are carried out and to maintain a safe environment for employees, clients, and visitors.

Improving Working Lives

Central and North West London NHS Foundation Trust is committed to the principles of Improving Working Lives, and all managers are encouraged to follow Improving Working Lives practices. Consideration will be given to all requests for flexible working in line with the Trust policy.

Staff Involvement

Central and North West London NHS Foundation Trust is committed to involving staff at all levels in the organisation's development.

Detailed Job Description And Main Responsibilities

• To provide a comprehensive secretarial support service to the Deputy Borough Directors.
• To ensure that telephone calls, correspondence, and direct contact with callers are handled appropriately and professionally, using judgment and discretion where necessary.
• To manage diaries and arrange meetings and training events when required.
• To service meetings on behalf of the borough, including producing agendas and taking and circulating minutes.
• To prepare documents (letters, memos, reports, etc.) for approval by copying or audio typing using Microsoft Office software as directed, ensuring all policies and procedures are followed.
• To be fully conversant with computer packages, promoting good presentation, including work-processing and spreadsheets.

Person specification

Qualifications & Experience

Essential criteria

• Educated to degree level or equivalent relevant extensive administrative experience
• Evidence of further development such as a recognised secretarial/administration qualification, RSA Level III or equivalent

Desirable criteria

• ECDL

PREVIOUS EXPERIENCE Paid/unpaid Relevant To Job

Essential criteria

• Relevant qualification/PA experience plus extensive experience working in a Senior Admin role in the NHS or a large complex multi-sited organisation
• Experience of working on own initiative
• Experience of handling complex enquiries from the public
• Experience of full diary management and problem solving
• Experience in project, events or conference management
• Experience of supervision management of staff
• Management and monitoring of a budget

Desirable criteria

• Understanding of the structure of the NHS and current issues facing NHS Trusts

Skills, Knowledge, Abilities

Essential criteria

• Ability to draft correspondence on behalf of the Director/Head of Service
• Excellent knowledge of Microsoft Office packages including Outlook, PowerPoint, Excel
• Excellent communication skills, both verbal and written
• Excellent organisational skills
• Ability to plan and prioritise workload and to meet tight deadlines
• Ability to respond appropriately to difficult and sensitive situations and reprioritise workload as need arises
• Ability to analyse situations and problems and make sound judgements, sometimes in difficult or pressurised situations
• Ability to demonstrate good customer relations management
• Ability to effectively organise diary management and resolve conflicting commitments
• Excellent time management skills with the ability to organise and prioritise conflicting demands
• Ability to delegate and monitor the performance of staff
• Knowledge of issues of confidentiality
• Flexible attitude
• Ability to use own initiative
• Ability to be an effective team member
• Ability to analyse situations and problem solve as required