Personal Assistant and Secretary

Birmingham Women’s and Children; Birmingham; On-site; GBP 28,000 - 31,000; Full time

Job summary

Birmingham Women’s and Children’s NHS Foundation Trust is seeking a proactive Personal Assistant/Secretary to support the Nutritional Care Nursing Team at Birmingham Women’s and Children’s Hospital. The role coordinates admin tasks, acts as a contact point for families and professionals, and ensures smooth department operations.

The post requires strong IT skills, experience with NHS systems, and the ability to work in a multidisciplinary setting, with flexible, detail-oriented support for the

Qualifications

• Minimum of 5 GCSEs (or equivalent) at grade c/4 and above including English and Mathematics
• Advanced IT certification or relevant skills relating to database management
• NVQ level 3 in Business and IRSA, level 3 administration or equivalent
• Professional use of Microsoft Office
• AMSPAR diploma or equivalent qualification or British Medical secretary qualification or equivalent.
• Experience using EPR system such as EPIC or strong willingness to undertake training

Responsibilities

• Provide an effective and comprehensive administrative and secretarial service to the Nutritional Care Department.
• Be a key point of contact for patients, families, and health care professionals, providing non-clinical advice and signposting.
• Provide a confidential, responsive and efficient PA service to the Lead Nurse to support the smooth running of the Department.

Skills

Diary Management

Medical terminology

Research and audit

Teamwork

Time management

Education

GCSEs (5+ including English & Maths)

Advanced IT certification

NVQ Level 3 in Business/IRSA or Admin

AMSPAR diploma or British Medical secretary qualification

Tools

Microsoft Office

EPIC/EPR system

Outlook

Job description

Search through the open vacancies at Birmingham Women’s and Children’s.

This is YOUR place

• To be at the heart of brilliant care for women, children and young people.
• Where innovation, compassion, and opportunity meet to help transform lives.
• To make a unique impact from day one. As one of only two centres in the UK for women, children, and young people, this is where you can help bring prize-winning discoveries and game-changing innovations to life.
• To grow a thriving career and unlock your potential. Our unique and vast specialisms provide opportunities you won’t find anywhere else. No matter the career path you choose – you’ll have unwavering support for your ambition and a real investment in your learning.
• To discover a community of support. Where our strength comes from our people, who come from every walk of life and who work shoulder-to-shoulder across every discipline. Here, you’ll find a deep camaraderie and the support to take control of your career and find your passion – on the best days, and the toughest.

This is Birmingham Women’s and Children’s Trust.

This is your place, our place, the place.

Main area Nutritional Care Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday 08:30-16:30)

Site Birmingham Women's and Children's Hospital Town Birmingham Salary £28,392 - £31,157 pa Salary period Yearly Closing 23/11/2026 23:59 Interview date 07/12/2026

Flexible working arrangements may be considered and discussions with the recruiting manager regarding this are encouraged.

Job overview

An exciting opportunity has arisen for an enthusiastic and highly motivated Personal Assistant/Secretary to join the Nutritional Care Nursing Team at Birmingham Women’s and Children’s Hospital.

The Nursing team co-ordinate, train, and support patients to be discharged home on enteral and parenteral nutrition. The team are passionate and committed to providing high quality care to patients referred into the service. The Personal Assistant/Secretary is a key point of contact for health care professionals and families, and is essential to the smooth running of Department.

The post holder will play an important role providing an effective and efficient administrative and secretarial service to the team and PA support to the Lead Nurse. You will work within a multidisciplinary team and will regularly liaise with patients families and healthcare professionals.

We are looking for a candidate who is an effective team player with a flexible approach, who can plan and organise their own workload, prioritising as required. Attention to detail and problem-solving abilities are essential, as is a genuine interest in supporting our families.

Main duties of the job

The Post holder will work as a fully integrated member of the Nutritional Care Nursing Team , the role is fundamental in providing an efficient service and in improving patient experience.

• To provide an effective and comprehensive administrative and secretarial service to the Nutritional Care Department.
• To be a key point of contact for patients, families, and Health care professional both internally and externally, providing non-clinical advice and signposting.
• To provide a confidential, responsive and efficient PA service to the Lead Nurse to support the smooth running of the Department.

Working for our organisation

Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centered care.

Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.

Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.

Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.

Detailed job description and main responsibilities

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Women’s and Children’s NHS Foundation Trust.

When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable).

Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Qualifications

• Minimum of 5 GCSEs (or equivalent) at grade c/4 and above including English and Mathematics
• Advanced IT certification or relevant skills relating to database management
• NVQ level 3 in Business and IRSA, level 3 administration or equivalent
• Professional use of Microsoft office
• AMSPAR diploma or equivalent qualification or British Medical secretary qualification or equivalent.
• Experience using EPR system such as EPIC or strong willingness to undertake training

Knowledge and nature of experience

• Diary Management experience
• Working knowledge of medical terminology
• Previous hospital/NHS experience
• Experience in research and audit

ANALYTICAL AND JUDGEMENT SKILLS

• Adaptable, flexible person, confident in dealing with a wide range of people
• Ability to use own initiative
• Ability to analyse and interpret data

PROFESSIONAL / MANAGERIAL / SPECIALIST KNOWLEDGE

• Ability to develop and sustain appropriate relationships partnerships and networks
• Confident in using IT systems to support audit
• Proficient user of Microsoft office packages including the creation and interrogation of excel spreadsheets
• Experience with outlook and using the internet.
• Knowledge of NHS and hospital systems

PERSONAL SKILLS / ABILITIES AND ATTRIBUTES

• Ability to build professional relationships with colleagues across local and regional networks
• Ability to work independently without direct supervision and set own priorities
• Ability to work in a multi-disciplinary team
• Able to demonstrate alignment to trust values and beliefs of the trust.
• Highly motivated individual
• Able to adopt a flexible approach when required by the needs of the service
• Excellent time management and prioritisation skills
• Good telephone manner
• Good interpersonal skills

Sponsorship:

Please note, visa sponsorship is only available for certain roles in line with current UKVI regulations. Please ensure the role you are interested in meets the criteria for sponsorship before submitting your application. If you would like more information, please visit: UK Visas and Immigration - GOV.UK

Artificial Intelligence (AI):

We understand that some applicants may choose to use artificial intelligence (AI) tools to assist in preparing their application materials. While this is not discouraged, we kindly remind candidates that all submissions must be truthful and accurately reflect your own experiences and suitability for this role. Personal integrity and authenticity are central to our recruitment process. We value honesty and appreciate applications that are genuine and representative of the individual behind them.

Applications that rely too heavily on AI tools can appear generic and lack the detail we need to assess your skills and experience. Such applications will unlikely be progressed to interview.

Reasonable Adjustments:

BWC is proud to be a Disability Confident Employer, committed to fostering an inclusive environment for those with a disability, long term health or mental health condition. The Disability Confident scheme means we actively encourage applications from people with disabilities, long term health or mental health conditions, and we want to ensure our recruitment practices are inclusive and accessible to all. Our aim is to get the best out of every individual and if successful for interview, you will be asked if you require any reasonable adjustments (special requirements). We will strive to support and accommodate these requests where possible.

Safeguarding

As a Trust employee you are required to comply with all legislation and guidance relating to safeguarding children and adults with care and support needs, and promoting their health and welfare. You are required to inform the Head of Safeguarding of any safeguarding concerns about your own children or children you live with. This information will be treated in a confidential manner.

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.

Application numbers

Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.