Personal Assistant

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

Job summary

East of England Community Health and Care NHS Trust (Cambridgeshire) is seeking a professional Personal Assistant to support the Chief Nurse Directorate. The role provides comprehensive administrative and secretarial assistance to two Deputy Chief Nurses and senior leaders, ensuring high standards of confidentiality and discretion.

You will coordinate complex diaries, prepare papers, take minutes and help with reports, while maintaining robust filing and information governance.

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 high-quality PA, secretarial and administrative support to senior leaders.
• Manage complex electronic diaries and bring forward systems for Deputy Chief Nurses and Directors.
• Prepare agendas and meeting papers, take accurate minutes, monitor actions and produce reports.
• Organise internal/external meetings, venue bookings, agenda prep and circulation of papers.
• Ensure filing systems are accurate and information governance is followed; handle sensitive information.

Skills

Diary management

Minute taking

Meeting coordination

Microsoft 365

Executive support

Education

GCSE level

Level 3 Admin/Secretarial

Tools

Microsoft 365

Job description

Employer East of England Community Health and Care NHS Trust (Cambridgeshire) Employer type NHS Site Units 7&8, Meadow Park Town St Ives Salary £28,392 - £31,157 per annum, pro-rata Salary period Yearly Closing 01/10/2026 23:59 Interview date 16/10/2026

Personal Assistant

Band 4

East of England Community Health and Care NHS Trust delivers expert healthcare in people’s homes, community hospitals and local settings across the East of England.

Our nurses, therapists, clinicians, support teams and partners work together to provide coordinated care that supports independence, recovery and wellbeing. We believe people are best cared for close to home, in the communities where they live and belong.

By combining professional expertise with strong local relationships, we help people stay well, feel supported and access the right care at the right time. Expert healthcare, close to home, trusted by our communities.

Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed. Our processes ensure that all applicants are treated fairly at every stage of the recruitment process.

East of England Community Health and Care NHS Trust is committed to creating a modern and inclusive work environment. We actively promote flexible working opportunities where possible to meet the needs and wishes of our workforce and maintain and improve their wellbeing. We also offer flexible working patterns and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.

We welcome applications from people who share our values and can help us deliver outstanding care in our local community.

Before applying for this vacancy, please make sure you’re familiar with ongoing GOV.uk sponsorship eligibility criteria which will impact the organisations ability to provide sponsorship, whether this is currently or in the future.

Please note, our selection processes are in place to ensure we recruit candidates with the right values and skills. Please be advised that the use of AI in applications is monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills.

Please note all new starters will be subject to a 6 month probationary period.

Job overview

Are you an organised, proactive professional looking for an opportunity to make a real impact within the NHS?

An exciting opportunity has arisen for an experienced and 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 and organisational support to two Deputy Chief Nurses, the Assistant Director of Allied Health Professionals and the Assistant Director of Professional Practice (Nursing).

We are looking for a professional, proactive and adaptable individual who can confidently manage competing priorities while maintaining excellent attention to detail. You will 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 and organisational skills, be able to work independently using initiative and judgement, and demonstrate the highest standards of confidentiality and professionalism. Proven experience of diary management, minute taking, meeting coordination and the use of Microsoft 365 applications is essential.

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

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.

Please note: Should we receive a high volume of applications, we reserve the right to close this vacancy early. Early application is encouraged.

Working for our organisation

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.

If you receive a suspicious job offer or recruitment-related communication, do not make any payments, share personal information, or provide identity documents. We encourage you to report the matter to your local police or relevant law enforcement agency. Any concerns relating to potential recruitment fraud should also be reported to our Local Counter Fraud Specialist (LCFS) as soon as possible.

Detailed job description and main 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

• 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 Trust’s 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 Trust’s 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.
• Previous experience of working in the NHS or Public Sector.

Knowledge and Skills

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

Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free.

If you need this application in an offline format, please let us know.
Immigration Status – East of England Community Health and Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against eligible roles. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.

Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.

Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA.

Redeployment - Please note that in the first instance priority for this vacancy will be given to staff who are on the Trusts Redeployment Register.
Closing and Interview Dates -This vacancy may close early if sufficient applicants are received.

Data Protection - A privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data.

ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.