Personal Secretary - Estates & Facilities

WWL; Wigan; Hybrid; GBP 28,000 - 31,000; Full time

Job summary

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust is seeking a highly organised Personal Secretary to join the Estates & Facilities team on a 12-month secondment.You will provide high-quality administrative and secretarial support, manage a busy diary, coordinate meetings and communications with colleagues, contractors and suppliers, and help with financial admin and ERIC returns. This role offers variety, development and the chance to work closely with senior managers.

Qualifications

• Secretarial/Admin qualification (e.g., BTEC/NVQ3) or equivalent
• Computer literate with good knowledge of Microsoft packages
• GCSE English language knowledge
• ECDL understanding

Responsibilities

• Manage diaries, appointments and meetings
• Prepare agendas, papers, minutes, reports and correspondence
• Respond to enquiries with initiative
• Liaise with colleagues, senior managers, contractors and suppliers
• Process orders, invoices and payment information
• Maintain financial, capital expenditure and audit records
• Support ERIC returns and related reports
• Provide flexible admin support across the team

Skills

Excellent communication

Organisational skills

Confidential information handling

Initiative / self-motivation

Education

Secretarial/Admin Qualification

Microsoft Office proficiency

GCSE English

ECDL

Tools

Centros system

Microsoft Office

Job description

NHS AfC: Band 4

Main area Estates & Facilities Grade NHS AfC: Band 4 Contract 12 months (NHS employees should obtain their manager's approval for a secondment before applying, as this will be a condition of any offer made. Although the post is currently advertised as a fixed-term position, there is a possibility that it could become permanent in the future without the need for re-advertisement.) Hours

• Full time
• Part time
• Job share
• Flexible working

37.5 hours per week (Monday to Friday (8am - 4pm)) Job ref 302-26-8290870CPR

Site Estates & Facilities Office, Suite 8, Buckingham Row, Wigan, WN1 1XX Town Wigan Salary £28,392 - £31,157 Per annum, pro rata Salary period Yearly Closing 16/10/2026 23:59

People at the Heart. One Team. Your Career at WWL.

Job overview

An exciting opportunity to develop your administrative career

An exciting 12-month secondment opportunity has arisen for an organised, proactive and enthusiastic Personal Secretary to join the Estates & Facilities team.

This is a varied and rewarding role in which you will provide high-quality administrative and secretarial support, helping to ensure the smooth and efficient running of the department. You will act as a key point of contact for the Head of Capital, manage a busy diary, coordinate meetings and communicate with colleagues, contractors and suppliers.

The role offers an excellent opportunity to broaden your experience, develop your organisational and financial administration skills and work closely with senior managers across Estates & Facilities

NHS employees should obtain their manager's approval for a secondment before applying, as this will be a condition of any offer made. Although the post is currently advertised as a fixed-term position, there is a possibility that it could become permanent in the future without the need for re-advertisement.

Main duties of the job

Your responsibilities will include:

• Managing diaries, appointments and meeting arrangements
• Preparing agendas, papers, minutes, reports and correspondence
• Responding to enquiries and dealing with matters using your own initiative
• Liaising with internal colleagues, senior managers, contractors and suppliers
• Processing orders, invoices, credit notes and payment information
• Maintaining accurate financial, capital expenditure and audit records
• Supporting the preparation of ERIC returns and associated reports
• Providing flexible administrative support across the wider team when required

About you

We are looking for someone who:

• Has strong administrative, organisational and communication skills
• Can manage competing priorities and work accurately in a busy environment
• Is confident working independently and using their own initiative
• Has excellent attention to detail
• Can handle sensitive or complex information appropriately
• Is comfortable liaising with colleagues and external organisations at different levels
• Is flexible, approachable and committed to providing an efficient service

You will be joining a supportive team and playing an important role in helping Estates & Facilities deliver an effective service across the Trust

Working for our organisation

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust is proud to provide high‑quality acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, our staff are central to everything we do — we believe that happy staff make for happy patients, and this ethos underpins our culture and our success.

We have a strong, recognised track record in staff engagement and in living our values:

People at the Heart

Listen and Involve

Kind and Respectful

• ONE Team

We are committed to placing patients at the heart of every decision and delivering safe, effective care that protects dignity and enhances experience. We seek to recruit people who share our values, our passion for high‑quality care, and our belief in working together as One Team.

At WWL, we recognise the strength that comes from a rich and diverse workforce. We welcome applications from all sections of society and are dedicated to creating an inclusive environment where everyone can thrive.

Detailed job description and main responsibilities

The Secretary is responsible for providing an efficient and effective administrative, secretarial and clerical support service to ensure the smooth running of the Estates and Facilities department in Suite 8, Buckingham Row

Your responsibilities will include:

• Managing diaries, appointments and meeting arrangements
• Preparing agendas, papers, minutes, reports and correspondence
• Responding to enquiries and dealing with matters using your own initiative
• Liaising with internal colleagues, senior managers, contractors and suppliers
• Processing orders, invoices, credit notes and payment information
• Maintaining accurate financial, capital expenditure and audit records
• Supporting the preparation of ERIC returns and associated reports
• Providing flexible administrative support across the wider team when required

Person specification

Qualifications

• Secretarial/Admin Qualification, such as BTEC or NVQ3 or equivalent level of knowledge
• Computer literate and good knowledge of Microsoft packages
• Qualified to GCSE standard of general education, including English language
• ECDL

Experience

• Experience of working with sensitive and confidential information
• Experience of a busy office environment
• Experience of coordinating effective business administration services
• Experience of team working
• Drafting agendas/Minute-taking/Drafting letters and memos
• Evidence of ability to take decisions to manage competing priorities to meet tight deadlines
• Willingness and ability to work flexibly with changing priorities, using own initiative
• Experience of working within the NHS

Skills

• Excellent communication skills with experience of working with a wide range of professionals and the public
• Excellent organisational skills
• Ability to deal sensitively with confidential information
• Able to work on own initiative and as part of a team
• Ability to prioritise workload

Knowledge

• Good knowledge of Microsoft Office
• Understanding of confidentiality and data protection
• Good knowledge of Centros system and how to raise and receipt orders and deal with discrepancies
• Knowledge of Trust policies and procedures

Additional

• Flexible
• Professional appearance and approach
• Alignment to Trust Values and Core Behaviours
• Highly motivated with evidence of an ability to work without direct supervision and to use own initiative
• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

Using AI when writing job applications
If you choose to use Artificial Intelligence (AI) or other tools to assist in writing your application, it’s essential to personalise this information, particularly your supporting statement to reflect the skills and experience to match your job application. Relying solely on AI to write your application or supporting statement is not advocated by Wrightington Wigan and Leigh Teaching Hospitals NHS Foundation Trust as it could negatively impact your chances of success in the application process. Please refer to the attached "Applying for a role in the NHS guidance" for further information regarding the use of AI.

The Trust reserves the right to close adverts earlier than the stated closing date if there is a high volume of applications.

We endeavour to inform all applicants of the outcome of their application by email or SMS text message.

Guidance on Completing Your Application

Applications are assessed against the person specification. We strongly encourage you to use the supporting information section to demonstrate how you meet the essential and desirable criteria, providing clear examples where possible.

On-Call

Please note that some roles may require participation in an on-call rota, particularly those that are operational in nature.

WWL is part of the Greater Manchester Continuous Service Commitment. We recognise continuous or ‘unbroken’ service from any Greater Manchester Local Authority, NHS organisation, Transport for Greater Manchester, Greater Manchester Fire and Rescue Service or the Greater Manchester Combined Authority. This ensures access to our service-related benefits.

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.

Name Katy Munson Job title Personal Assistant/Admin Manager Email address [e-mail] Telephone number 0300 707 3862

If you have problems applying, contact

Address Buckingham Row
Brick Kiln Lane
Wigan
WN1 1XX
Telephone [phone]