Personal Assistant to an Executive Director and a Corporate Director

NHS; Greater London; On-site; GBP 37,000 - 46,000; Full time

Job summary

A prominent healthcare organization in Greater London is seeking a Personal Assistant to support senior leaders. The role requires managing complex diaries, coordinating meetings, and ensuring smooth operations within the organization. Ideal candidates should have over three years of experience as a Personal Assistant, excellent communication skills, and the ability to handle sensitive information. This fixed-term position offers competitive remuneration of £37,259 to £45,356 per annum, plus benefits.

Qualifications

• Minimum 3 years’ experience as a Personal Assistant or Senior Secretary.
• Experience working in a large organization, particularly healthcare.
• Ability to manage complex diaries and handle sensitive information.

Responsibilities

• Manage complex diaries and inboxes for senior leaders.
• Coordinate meetings and delegated projects.
• Act as first point of contact for senior stakeholders.

Skills

Diary management

Confidential information handling

Communication skills

Organizational skills

Teamwork

Education

Secretarial / PA qualification (i.e. RSA level 3 / NVQ level 4)

Tools

Microsoft Office

Job description

Personal Assistant to an Executive Director and a Corporate Director

The closing date is 19 December 2025

Are you a confident, proactive personal assistant ready to support senior leaders at the heart of a busy NHS Trust? This fixed‑term secondment offers a unique opportunity to work within Trust Headquarters, supporting both an Executive Director and a Corporate Director in a fast‑paced, high‑trust environment. You will need excellent judgement, strong diary and inbox management skills, and the ability to handle sensitive information with professionalism and discretion.

Main duties of the job

As Personal Assistant to an Executive Director and a Corporate Director, you will play a pivotal role in enabling senior leadership to operate smoothly and effectively. You will manage complex diaries and inboxes, coordinate meetings and delegated projects, and act as a trusted first point of contact for senior stakeholders. The role demands excellent judgement, discretion, and communication skills, and the ability to prioritise competing demands and maintain momentum across a varied portfolio.

About us

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, providing academically led acute and specialist services to a large and diverse population. Our vision is to deliver top‑quality patient care, excellent education, and world‑class research.

Job responsibilities

This is a fixed‑term secondment opportunity to join Trust Headquarters as Personal Assistant to an Executive Director and a Corporate Director. The postholder will provide high‑quality administrative and personal assistant support, enabling senior leaders to operate effectively and maintain strategic oversight across the organisation.

Key responsibilities include managing complex diaries and inboxes, coordinating meetings and delegated projects, and acting as a trusted first point of contact for senior internal and external stakeholders. The role requires excellent judgement, discretion, and communication skills, with the ability to prioritise competing demands and maintain momentum across a varied portfolio.

The postholder will handle confidential matters with professionalism, liaise with national and local bodies including the Department of Health and NHS England, and support the smooth running of Trust HQ. They will contribute to project delivery, governance support, and cross‑cover planning, ensuring continuity of service during periods of absence.

Additional duties include preparing agendas and minutes for meetings, managing travel arrangements, supporting recruitment and induction processes, and maintaining accurate records and databases. The role also involves supporting staff experience initiatives, coordinating events, and acting as a local lead for fire safety and environmental matters.

Person Specification

Knowledge and Qualifications

• Minimum 3 years’ experience as a Personal Assistant or Senior Secretary.
• Ability to manage complex diaries.
• Experience working in a large organisation.
• Minute taking and meeting secretariat experience.
• Secretarial / PA qualification (i.e. RSA level 3 / NVQ level 4 BSMSA/AMSPAR) or equivalent experience.
• Experience working in a healthcare environment.
• Knowledge of a wide range of Trust/NHS procedures and practices.

Skills and Abilities

• The ability to receive and deal effectively with confidential and sensitive information; which requires empathy and reassurance skills.
• Skills in motivating and influencing others.
• The ability to deal with and respond to various external agencies, particularly Department of Health, Strategic Health Authorities and other NHS Trusts.
• To act in such a manner as to maintain and protect patient and staff confidentiality at all times.
• To work with a positive attitude and keen interest in making contributions to the work carried out at Trust Headquarters.
• Ability to accept responsibility.
• Ability to make sensible judgements involving facts/situations which may require analysis and interpretations.
• Demonstrate skills in organising and prioritising diaries and schedules.
• Experience in prioritising your own workload and supporting the directors and their deputies to ensure priorities are.
• The ability to plan and organise a broad range of activities.

Values

• Demonstrate ability to meet Trust Values of safety, kindness, teamwork and improving.

Personal and People Development

• Ability to prioritise workload based on urgency and importance.
• To set a high‑quality standard and work in a positive and mature manner.
• Ability to adopt an objective view and be a good team player.
• Ability to use own judgement to resolve issues.

Quality and service improvement

• Advanced Microsoft office and keyboard skills, ability to type a minimum of 55 words per minute.

Personal Qualities

• Ability to be flexible and adaptable and cope with frequent and unpredictable interruptions.
• Ability to work within a team environment and display initiative when necessary.
• Ability to work unsupervised.

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.

University College London Hospitals NHS Foundation Trust

£37,259 to £45,356 a year per annum inclusive of HCAS