Rotherham Care Group Personal Assistant to Senior Leadership Team

Rotherham Doncaster & South Humber NHS Foundation Trust; Sheffield; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading healthcare organization in the UK seeks a Personal Assistant to provide comprehensive support to the Care Group Senior Management Team. The role demands excellent communication and organizational skills, proficiency in Microsoft Office, and the ability to manage confidential information. Responsibilities include diary management, minute taking, and communication coordination. Candidates should have previous secretarial experience and be proactive in their approach. Closing date is 12 Dec 2025.

Qualifications

• Previous experience in a secretarial role supporting a senior manager is essential.
• Experience of audio typing may be useful.
• Capability to work in a confidential manner is of paramount importance.

Responsibilities

• Provide comprehensive secretarial support to the Care Group Senior Management Team.
• Organise meetings and manage diary for appointments.
• Maintain office systems and administrative processes.

Skills

Excellent communication skills

Organizational abilities

Proactive approach

Microsoft Office proficiency

Minute taking

Education

Formal secretarial qualifications

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

A Vacancy at Rotherham Doncaster and South Humber NHS Foundation Trust.

A Personal Assistant is required to provide a comprehensive secretarial service to the Care Group Senior Management Team within the Rotherham Care Group. This will be an exciting opportunity to work alongside the current Personal Assistants, providing additional support to the Team.

Previous experience in a secretarial role supporting a senior manager is essential. Candidates will need to be flexible, be able to work independently, and be proactive. Duties will include the production of confidential correspondence and reports; attending formal meetings to produce the minutes; maintenance and development of office systems and administrative processes involving IT systems.

In addition to formal secretarial qualifications, the post requires experience of Microsoft Office packages – Word, Excel and PowerPoint. Experience of audio typing may be useful. Excellent word processing/typing skills, exceptional organisational abilities and the capability to work in a confidential manner are of paramount importance in this role. The ability to communicate effectively; to work well under pressure and to prioritise the demands in a busy environment, are also essential. Managing competing priorities and identifying quickly emerging pinch points that may impact on the performance or productivity of the Senior Management Team is also necessary.

The post holder will be proactive in organising the full range of administrative/secretarial support to the Care Group Senior Management Team and will work alongside the Care Group Team Personal Assistants in relation to their corporate activities within the Care Group, maintaining the highest degree of confidentiality at all times.

Core Activities

PA activities may vary according to senior management team requirements, but are likely to include the following:

• Pro‑active, efficient and effective diary management for appointments and meetings (face to face or via Microsoft Teams), allowing sufficient ‘free’ time for Directors to fulfil their responsibilities. Where appropriate, delegate non‑essential meetings to relevant members of the management team or direct reports.
• Review, sort, prioritise and respond to email correspondence, providing draft responses (where possible) and, in collaboration/agreement with allocated Directors, managing their email inboxes to work more effectively and efficiently with the Directors working pattern.
• Undertake a proactive approach to planning/rescheduling meetings and take responsibility for organising multidisciplinary meetings, conferences and events as required.

Additional Duties

• Where required, undertake minute taking, transcription and agenda/paper collation for formal meetings where they are identified within being as required for governance or statutory compliance purposes and as required by the Director.
• Agile working – challenge the requirement for minuted meetings where not required for risk/governance purposes, suggest workable, time‑saving alternatives such as Action/Decision logs.

Communication

• Strong communication skills – written and spoken.
• Establish and maintain good working relationships with colleagues and contacts internally and externally.
• Manage all forms of communication with a high level of tact, professionalism, diplomacy and empathy and, when appropriate, in line with the complaints’ procedure.
• Develop an extensive knowledge of administrative procedures to advise and support the directorate, sharing information as appropriate.

Working as part of a Team

• Maintain and regularly update your workplan and save it to the PA Admin shared drive.
• Identify and actively contribute to improvements/developments within the PA Admin Team, eg. administration processes, flexibility of working arrangements, standard operating procedures.
• Adopt and share knowledge of technology, and share any opportunities to improve service levels within the function.
• Work flexibly within working hours to ensure the PA office is appropriately covered and supported.
• Support the day‑to‑day running of the office across the whole function.
• Deputise in the absence of PA colleagues as and when required, including providing administrative support as required.

Technical Skills & Personal Attributes

• Excellent Microsoft Office software skills in Word, PowerPoint, Excel and Teams.
• Excellent knowledge of the ESR system to support others in the team/directorate.
• Be an information systems user as required (training provided).
• Champion the rollout of new/updated software (training provided).
• Excellent organisational and administrative skills.
• Team player.
• Positive, forward‑thinking.
• Reliable, resilient and adaptable to change.

Managing Self

• Manage your personal development and goal setting with your line manager using the Trust Appraisal process and agreed timetable.
• Comply with all Trust policies, procedures and protocols.
• Participate in team meetings.
• Complete all mandatory training.
• Act responsibly and in line with the Trust’s procedures when using work equipment and materials.
• Carry out duties with due regard to the Trust’s Equal Opportunity Policy.
• Seek advice and support from your line manager whenever necessary.

This advert closes on Friday 12 Dec 2025.