Personal Assistant/Rota Co-ordinator

Bristol NHS Foundation Trust; Bristol; On-site; GBP 23,000 - 32,000; Part time

Benefits offered by this job

Flexible working

Job summary

Bristol NHS Foundation Trust in Bristol is seeking a part-time Adult Emergency Department Secretary to provide rota coordination and comprehensive administration within the Urgent Care Team.

You will support consultants and senior nursing staff, handle minute taking, and contribute to project management while maintaining confidentiality and meeting deadlines in a busy 24/7 Emergency Department.

Qualifications

• Substantial secretarial/PA experience at a senior level.
• Proficiency in all electronic office applications and meeting deadlines.
• Confidential handling of sensitive information.
• Ability to coordinate rota for junior doctors and staff.

Responsibilities

• Coordinate the Emergency Department rota for junior Doctors and Practitioners.
• Provide efficient admin support to Consultants and senior nursing staff.
• Minute taking and support for project management initiatives.
• Manage confidential information and meet tight deadlines.

Skills

Team collaboration

Independent working

Complex environment handling

Staff communication

Education

GCSE & A-level

ECDL / MS Office qualification

Tools

MS Office

Job description

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1 st July 2026 to become Bristol NHS Foundation Trust. This will create an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people.

Bristol NHS Foundation Trust recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

Our job adverts may close as soon as sufficient applications have been received.

Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.

Job overview

University Hospitals Bristol & Weston, Division of Medicine

Adult Emergency Department Secretary

An opportunity has arisen within the Urgent Care Team in the Adult Emergency Department in the Division of Medicine. Are you flexible, hardworking, and organised? Do you thrive in a changing busy environment?

An exciting opportunity has arisen for a part time role in the Emergency Department Administration team. You will provide an efficient and comprehensive administration service to the Consultants and Senior nursing staff in the department. You will be highly motivated and competent in all electronic office applications with the ability to work to deadlines. You will be required to deal with work of a highly confidential nature. You will have the opportunity to support the management of projects and manage small projects. Minute taking is also part of this role. Substantial previous secretarial / PA experience working at a senior level is required.

You will also be responsible for co-ordinating a rota consisting of junior doctors, Advanced Care Practitioners and Emergency Practitioners; working with leads to ensure service delivery across a 24/7 service. The post holder will work with the existing rota coordinator and the relevant Consultant rota leads.

Main duties of the job

An exciting opportunity has arisen for a part-time role that provides rota co-ordination, as well as a range of administrative functions in conjunction with the wider Emergency Department admin team. The post holder will, in conjunction with the existing rota co-ordinator and the relevant Consultants, be responsible for the creation of ED rotas within the Division of Medicine with a defined portfolio. You will be responsible for co-ordinating a rota consisting of ED junior Doctors, ED Advanced Care Practitioners, and work with leads to ensure service delivery of Emergency Practitioner rota.

You will provide an efficient and comprehensive administration service to the Consultants and senior nursing staff in the department. You will be highly motivated and competent in all electronic office applications with the ability to work to deadlines. You will be required to deal with work of a highly confidential nature. You will have the opportunity to support the management of projects and manage small projects. Minute taking is also part of this role. Substantial previous secretarial /PA experience working at a senior level is required.

Working for our organisation

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England.

UHBW has been rated by the CQC as ‘Good’ overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we’re meeting our pledge.

Detailed job description and main responsibilities

For a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy

Person specification

Knowledge and Experience

• Experience of working within a team
• Experience of working without supervision and initiating own workload
• Experience of working in a complex environment with competing service demands
• Experience of dealing with staff of all levels within a large organisation

Skills and Abilities

• Ability to work on your own initiative and with minimal supervision
• Ability to prioritise your own work when under pressure and multitask
• Excellent written/verbal communication and numeracy skills
• Ability to develop productive working relationships
• Good organisational skills
• Excellent IT skills with experience of all Microsoft packages, especially Excel
• Flexible approach to meet needs of the service
• Strong organisational skills
• Self-confident and approachable
• Willingness to learn new skills, Highest integrity
• Understand the sensitivity and confidentiality of work-related issues and handle the situation in an appropriate manner

Qualifications and Training

• Good standard of education to at least GCSE (including English and Mathematics) and A level or equivalent qualification
• ECDL trained or other Microsoft Office qualifications (including Word, Excel) or equivalent experience
• Good Keyboard, word processing skills
• Capable of working with minimal supervision
• Highly Organised
• An empathetic approach to customer service
• An encouraging team leader

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

• As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.
• The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.
• BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
• To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
• If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
• The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
• By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

IMPORTANT:

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.

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.

Address People & Transformation Division
North Bristol NHS Trust
Southmead Hospital
BS10 5NB
Telephone [phone]