Personal Assistant - Band 4

United Lincolnshire Teaching Hospitals NHS Trust; Lincoln; On-site; GBP 28,000 - 31,000; Full time

Benefits offered by this job

NHS Pension

Flexible working

Annual leave 27–33 days

Job summary

United Lincolnshire Teaching Hospitals NHS Trust is seeking an experienced Personal Assistant (Band 4). The role supports a senior manager with diary management, minutes, and confidential administration within the Alliance Care Group Triumvirate.

You will work across sites, handle sensitive information, and use Microsoft 365 tools. A driving licence and flexibility for travel are required. The NHS pension and annual leave benefits accompany a demanding but rewarding environment.

Qualifications

• Proven secretarial experience at PA level for a senior manager.
• Excellent skills in MS Word, PowerPoint and Excel.
• RSA III word processing qualification or equivalent.
• Advanced Personal Secretarial qualification and strong IT literacy.

Responsibilities

• Manage electronic diaries and handle enquiries from staff, the public and patients.
• Prepare correspondence and reports, organise meetings and take minutes.
• Travel to other sites as required; valid driving licence needed.
• Provide flexible and cross-site administrative support as needed.

Skills

English proficiency

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Shorthand 80 wpm

Education

RSA III word processing

Advanced Personal Secretarial qualification

ECDL/IT literacy

Tools

PAS

Job description

Employer United Lincolnshire Teaching Hospitals NHS Trust Employer type NHS Site United Lincolnshire Teaching Hospitals Town Lincoln Salary £28,392 - £31,157 Per annum Salary period Yearly Closing 17/11/2026 23:59

Personal Assistant - Band 4

NHS AfC: Band 4

We recognise that outstanding care can only be delivered through our people. We want to attract people who can help us deliver our vision. We want in return to help people achieve what they wish in their careers in the NHS at ULTH.

We are always keen to welcome highly skilled, committed and compassionate individuals to our hospitals – people who put patients at the heart of everything they do and are ready to help us achieve our vision.

Our Group values guide everything we do. They are:

• Compassionate - We care about people - Compassionate is the act of showing empathy, kindness, and respect to others, recognising their individual needs and circumstances. It involves listening, understanding, and supporting others in a way that makes them feel valued, safe, and cared for.
• Collaborative - We work together as a team - Collaborative is working inclusively and respectfully with others to achieve shared goals. It involves open communication, valuing diverse perspectives, and building trust to create a supportive and effective team environment.
• Innovative - We strive to improve - Innovative is the process of exploring new ideas, approaches, and technologies to improve care, services, and working practices. It involves creativity, curiosity, and a willingness to take risks in a safe and supportive environment.

If you believe in them too, then you are ready to join the ULTH team.

We’ve taken great pride in building working environments where staff always feel valued, cared for and part of a team. Without doubt this is a challenging yet very rewarding job that is at the centre of health and care in Lincolnshire - making a positive difference to our patients.

Our Trust is situated in the beautiful county of Lincolnshire and is one of the biggest acute hospital trusts in England, serving a population of more than 700,000 people. We provide acute and specialist services to people in Lincolnshire and neighbouring counties. We have an annual income of £710 million (22/23) and we employ nearly 8,600 people.

Our Group Board have recently agreed a new vision statement – “Caring and building a healthier future for all” – stating their ambition for our Trust and the wider group to be among the best.

We also have a five year Integrated Improvement Plan setting out how we will achieve our strategic objectives, for patients, services, people and partners, the last recognising that our future success depends on our ability to ensure the Lincolnshire healthcare system is successful in achieving its ambition to help people live healthier lives and provide care closer to where people live.

Our latest CQC report increased our ratings for being effective and well-led from ‘Requires Improvement’ to ‘Good’. Our rating for caring remained as ‘Good’.

This is in recognition of the huge amount of work that our amazing staff have done to improve the quality of care for our patients in recent years.

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated.

So,what is in it for you?

• Flexible working: Depending on the needs of your role, we will consider requests for flexible and/or part-time working for whatever reason you should need it. We recognise flexible working will not look the same for everyone, because it depends on the nature of the role and the needs of the individual.

Types of flexibility could include:

• Part-time - less than 37.5 hours per week.
• Off-site/remote working - working from home or other sites for part or all the week.
• Compressed hours – usually full-time hours but over fewer days or shifts.
• Staggered hours – having different start and finish times.
• Set shift patterns – to allow for predictability
• NHS Pension:A generous and flexible pension scheme with contributions from us as your employer fully protected against inflation and guaranteed by the government
• Annual Leave: Starting at 27 days a year, rising to 33 days after 10 years plus eight bank holidays (for staff covered by Agenda for Change) For Medical Workforce positions (Consultant and Specialty Doctor), the full-time entitlement commences from 32 days per annum. For all other Medical Workforce positions, the full-time entitlement commences from 27 days per annum.
• Bank working:The chance to work extra hours at enhanced rates and we will pay you weekly too, ideal if your income needs a quick boost.

• Family & Childcare: Including on-site nurseries at Lincoln County Hospital and Pilgrim Hospital Boston, maternity, paternity, adoption & shared parental leave following a set period of employment.
• Health & Wellbeing: including counselling, mental health first aid, physiotherapy, eye tests.
• Learning & Development including Lincolnshire Talent Academy, leadership training, medical education, clinical education, Lincolnshire clinical research
• Financial support and benefits including Cycle2Work, car lease scheme, home electronics. Free on-site parking and free tea and coffee and the ability to save and borrow through your salary.
• Rewards & Recognition including staff awards, long service awards, retirement awards, examples of excellence and staff lottery.

Enjoy a better quality of life in one of the UK’s most welcoming counties. Whether you’re taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire welcomes everyone. Discover a range of rewarding health and social care careers in a county that’s friendly, fascinating, affordable and brimming with everything you need to live a happy life.

Job overview

We are recruiting a Personal Assistant to the support the Alliance Care Group Triumvirate. We welcome applications from all sectors, healthcare knowledge is not essential, we choose our people very carefully and will consider all applicants against our Trust Values and Behaviours framework.

Your duties will include a full range of administrative tasks including managing electronic diaries, dealing with enquiries from staff, the public and patients, typing correspondence and reports, organising venues, times and papers for meetings, in addition to taking minutes, maintaining both a paper and electronic filing system, operating an effective brought forward and tracking system and monitoring actions.

It is crucial to be able to build relations quickly, communicate well and have excellent administrative skills. This will include being able to work with Microsoft 365 suite/Teams, to a high standard as well as being able to learn new technology systems. Team working cross cover and support is important but you will need to be self-sufficient and able to use your initiative.

Candidates should have a good level of general education and excellent secretarial skills.

Main duties of the job

The successful candidate will be very enthusiastic, have a passion and desire to be the best, You will often be expected to act discreetly, using your own judgement and initiative when dealing with information that is private, confidential or sensitive in nature. You will be someone who can learn systems quickly and be efficient in their use. Full training on systems will be provided.

There will be requirement to travel to other sites/hospitals on occasions in order to fulfil the demands of the role therefore a valid driving licence will be required. We are supportive of flexible working providing the service needs are met.

The NHS is a great place to work, with a great rewards package and fantastic career development opportunities

Working for our organisation

Lincoln Hospital is a thriving university city and with the opening of the medical school, it provides all major specialties and a 24-hour major accident and emergency service.

United Lincolnshire Hospitals NHS Trust has been granted teaching hospital status, after demonstrating evidence to significant teaching commitment. From now on it will be known as United Lincolnshire Teaching Hospitals NHS Trust.

Pilgrim Hospital is situated in beautiful countryside and serves the communities in the South Lincolnshire area. It provides all major specialties and a 24-hour major accident and emergency service.

Grantham and District Hospital serves the communities of Grantham and the local area. It provides ambulatory paediatric and accident and emergency services.

Lincolnshire Community Health Services NHS Trust (LCHS) and United Lincolnshire Hospitals NHS Trust (ULHT) have come together in a Group arrangement, with the goal of improving the care provided to patients across the county.

This will not constitute a formal merger of the two organisations, but will bring the Trusts together under a single Board and Executive Leadership Team, with the goal of improving the care that is provided to patients both in the community and in hospitals across Lincolnshire. Both Trusts will retain their separate statutory names and legal obligations.

The Group will be known as Lincolnshire Community and Hospitals NHS Group (LCHG).

Detailed job description and main responsibilities

What should you do next?

Qualifications

• Good command of the English language, both written and verbal
• Ability to use a variety of Microsoft software packages, including Microsoft Word, PowerPoint, Excel spreadsheets, preferably to ECDL standard.
• RSA III word processing qualification or equivalent
• Recognised advanced Personal Secretarial qualification
• ECDL Ability to write shorthand to a minimum speed of 80 wpm
• Experience of using PAS

Experience

• Experience of working at PA level for a Senior Manager
• Experience of servicing meetings, preparing agendas, attending meetings and taking and recording minutes
• Proven secretarial skills, including word processing, audio and copy typing to a speed of 50 wpm
• Computer literate to ECDL standards.
• Competent shorthand typist.
• NHS experience.

Knowledge, Skills and Aptitudes

• Ability to evidence/demonstrate key values and behaviours in line with the Trust values and vision
• Ability to use a variety of Microsoft software packages including Microsoft Word, PowerPoint, Excel spreadsheets, preferably to ECDL standard
• Ability to prioritise work effectively in order to meet deadlines
• Ability to work on own initiative
• Good communication skills (both written and verbal)
• Ability to understand context for discussions at senior management level and when required distil the key points into minutes and action plans

Specific Requirements

• Articulate
• Flexible, co-operative and adaptable approach to work
• Ability to maintain confidentiality
• Ability to work within a team environment
• Professional interpersonal skills

ULTH recognises that everyone is different, and values the unique contribution that individual experiences, knowledge and skills make in delivering quality healthcare and becoming a model employer. We are committed to transforming our organisational culture by actively committing to implementing the Trust Single Equality Scheme, and other policies, such as the Dignity in Care policy and the Dignity at Work policy. We will continue to promote equality and challenge discrimination in all service provision, recognising and meeting the needs of the diverse communities we serve. We will strive to provide an environment in which people want to work and to be a model employer leading in good employment practice.

Due to the high volume of applications we receive, ULTH reserves the right to close this advert prior to the closing date.

All new employees will be subject to a charge for the DBS check that is required for the post. The Disclosure & Barring Service application form (formerly CRB) will be provided by ULTH and the fee will be deducted from your salary over a 3 month period.

Please note, for applicants with previous NHS service: If successful at interview, we will initiate an Inter Authority Transfer (IAT) via the Electronic Staff Record (ESR). This retrieves key data from your current or previous NHS employer to support onboarding, including competency status, Continuous Service Dates (CSD), and annual leave entitlement.

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.