Personal Assistant

Hampshire and Isle of Wight Healthcare NHS Foundation Trust; Pennington, Southampton; On-site; GBP 27,000 - 31,000; Full time

Job summary

A regional healthcare provider is seeking a Personal Assistant to deliver high-level support to the Senior Leadership Team. Responsibilities include managing schedules, coordinating meetings, and ensuring effective communication. The ideal candidate will have NHS experience and strong organizational and IT skills. This full-time position offers a salary ranging from £27,485 to £30,162 per year and emphasizes the importance of confidentiality and effective teamwork.

Qualifications

• Experience in an administrative role within the NHS.
• Ability to adapt to a changing environment without direct supervision.
• Self-motivated and capable of prioritizing tasks.

Responsibilities

• Manage complex schedules and handle sensitive information.
• Coordinate meetings and prepare necessary documentation.
• Maintain strong working relationships with stakeholders.

Skills

Communication skills

Organisational skills

Time management

IT skills

Confidentiality understanding

Education

GCSE English and Maths level 4/C or above

Tools

Windows-based packages

Databases

Job description

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Personal Assistant

The closing date is 01 February 2026

The Personal Assistant will deliver a professional, confidential, and high-level support function to the Senior Leadership Team within the Southampton and South West Division of HIOWH NHS FT. This role is pivotal in ensuring the smooth operation of services by managing complex and sensitive information, supporting key directors, and maintaining effective administrative systems.

The PA will combine expertise in engagement and behaviour change with strong technical and organisational skills to strengthen service relationships and promote effective practice. Responsibilities include providing comprehensive administrative support, developing and maintaining processes and procedures, and ensuring compliance with Trust governance and data-sharing standards.

Working independently and using initiative, the PA will prioritise tasks, make informed decisions, and provide cross-cover within the wider Divisional Business Support team. The role requires exceptional time management, confidentiality, and diplomacy, with the ability to manage personal workload and, where necessary, oversee team activities. Flexibility to undertake additional duties aligned with organisational needs is essential.

Only open to applicants from Hampshire & Isle of Wight NHS system, which is limited to: Hampshire and Isle of Wight ICB, Hampshire & Isle of Wight Healthcare FT, Portsmouth Hospitals University NHS Trust, University Hospital Southampton FT, South Central Ambulance Service, Isle of Wight NHS FT & Hampshire Hospitals FT

Main duties of the job

The Personal Assistant (PA) will play a key role in supporting the Senior Leadership Team within the Southampton and South West Division, ensuring the efficient and effective delivery of administrative and organisational functions. The role requires exceptional communication, planning, and analytical skills to manage complex schedules, coordinate divisional activities, and maintain confidentiality at all times.

Key Responsibilities

• Relationship Management: Maintain strong working relationships with administrative colleagues, medical staff, and senior leaders to ensure seamless collaboration.
• Communication: Handle confidential and sensitive information appropriately, communicating clearly, accurately, and promptly with all stakeholders.
• Planning and Organisation: Provide comprehensive PA support to the Managing Director, Clinical Director, Medical Director, and Business Support Manager.
• Meetings: Organise and manage meetings, including scheduling, preparing agendas, tracking actions, and taking minutes for key divisional meetings such as the Performance Assurance and Strategic Programme Oversight Group.
• Absence Management: Coordinate absence management and monitor training compliance within the division.
• Divisional Communications: Support divisional communications, including newsletters, publicity materials, and acting as the Communications Link.
• Workshop Outputs: Collate and structure workshop outputs into clear documentation and pathways.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

• Qualifications
• *GCSE English and Maths level 4/C or above, or a good standard of general education.
• *I.T skills and Knowledge, especially regarding use of databases.
• Experience needed -- general or specific
• *Previous NHS experience in an administrative role
• *Experience of working within a constantly changing environment without direct supervision.
• What our services users expect of this post holder
• *Good communication skills, written and verbal (including telephone skills and note taking).
• *Ability to work as part of a team
• *Ability to input accurate information
• *Self-motivated and organised
• *Literate and Numerate
• *Flexible and adaptable to meet competing priorities and changing work practices
• *Understanding of confidentiality, data protection and safeguarding.
• *Good working knowledge of windows based packages
• *Good understanding of personal health and safety responsibilities

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

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

£27,485 to £30,162 a year Based on full time hours