Job summary
- Main area
- Personal Assistant
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Job ref
- 150-MT1894-CC-B
- Employer
- Sussex Community NHS Foundation Trust
- Employer type
- NHS
- Site
- Brighton General Hospital
- Town
- Brighton BN2 3EW
- Salary
- £26,530 - £29,114 Per Annum/Pro-rata
- Salary period
- Yearly
- Closing
- 17/09/2025 23:59
Employer heading
Personal Assistant
Band 4
Job overview
Do you have experience in diary management and expertise minute-taking and servicing senior high level meetings?
This role supports the Deputy Divisional Directors as a Personal Assistant (administrative) and requires strong administrative, organisational, and digital skills. The successful applicant will be efficient, able to prioritise tasks, and work independently. NHS admin experience is desirable but not essential as training and support will be provided
Based at Brighton General Hospital, flexible working is available with the expectation to attend the base or other sites as needed. While the main focus is supporting the Community Care leadership team the role also involves covering other senior administrators and PAs as required
This varied role offers the chance to develop new skills and contribute to service improvement projects. Ideal for an experienced administrator looking to grow within the NHS
Previous applicants need not apply
Due to recent changes in UK immigration and visa rules it is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not have the right to work in the UK may not be considered. Candidates needing sponsorship should review the eligibility criteria on the gov.uk website before applying to check their eligibility for a Certificate of Sponsorship for this role
Skilled Worker visa: going rates for eligible occupation codes - GOV.UK
Health and Care Worker visa: If you’ll need to meet different salary requirements - GOV.UK
Main duties of the job
As an experienced administrative personal assistant you will be highly organised and have strong attention to detail.
The role requires someone who is diligent, friendly and capable. Someone who is self-motivated, a good communicator and always striving for the best for the patients.
You have experience managing large amounts of data and will be skilled in the use of digital/ IT systems, including the use of electronic patient records,. Confident use of Microsoft packages, are a must, as is the ability to lead others, manage change and the ability to work to tight deadlines, remaining calm under pressure. You will be proactive in organising meetings, agendas and be able to take clear and accurate minutes.
Please note that this is a high level administrative PA role and not a clinical or personal healthcare role.
Working for our organisation
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?
• Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeing
• Varied environments: community hospitals, patients’ homes, and bases across Sussex
• Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement
• Excellent training, development, and research opportunities
• Cost-effective workplace nurseries in Crawley, Hove, and Brighton
• Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks
• Level 3 Disability Confident Leader and Veteran Aware Trust
• Beautiful Sussex location near the South Downs and coast
Our values—Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence—guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Detailed job description and main responsibilities
The Personal Assistant provides a comprehensive administrative support service a team of senior managers and directors.
They will act as a point of contact for the team, carry out diary management, the organisation of events and meetings, preparing and formatting documents and presentations to a high standard, carry out payroll and absence monitoring administration, order supplies and ensure the working environment is tidy, safe and welcoming. provide support and cover to the other senior administrators and PAs in the service.
Develops administrative procedures related to the senior management team.
Organises meetings, ‘away days’ or training days. Organises conference-style or engagement events involving external stakeholders and members of the public.
Books venues, organises publicity and carries out all administration.
Authorised to place orders for stationary and other supplies.
Respond directly to queries and requests for information or refer to an appropriate manager as appropriate.
Proof-reads, formats and finishes correspondence, reports and presentations that are visually attractive and have a high standard of readability and for members of the Senior Management Team using Microsoft Office software.
Manages diaries for members of the Senior Management Team, taking the initiative to prioritise appointments and commitments where possible or referring back to the diary holder when necessary.
Receives queries and requests for advice from administrative support staff across the division and responds to these in a supportive and constructive way.
Attends meetings and takes formal minutes or notes. Writes up and circulates minutes and meeting notes in agreed timeframes.
Ensures all incoming and outgoing post is processed promptly.
Completes and returns attendance records for the senior management team and acts as a point of contact for payroll and recruitment queries.
Person specification
Qualifications
Essential criteria
- School leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence.
- NVQ Level 3 or equivalent qualification in business administration.
Experience
Essential criteria
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Arranging meetings and events, including co- ordinating diaries, booking venues, papers and directions.
- Experience of administrative, clerical work and secretarial work
- Stock control and ordering supplies.
- Communicating effectively with a diverse range of people.
Desirable criteria
- Developing or contributing to the development of administrative or office procedures.
Skills
Essential criteria
- A good understanding of customer care and able to demonstrate how to put this into practice in everyday situations.
- Able to organise complex events, ensuring a range of elements and people are brought together at the same time and on budget.
- Able to work as part of a team and ensure that senior managers or clinical leaders are well- supported and not required to frequently get involved in administrative matters.
- Able to write clear, concise procedures, guidance notes and meeting minutes or notes.
- Advanced skills in using Microsoft Office software to create attractive and well laid-out documents and presentations. Able to use Microsoft Outlook for diary, workload and email management.
- Fast, accurate keyboard skills.
- Able to carry out basic calculations using Microsoft Excel.
Other Requirements
Essential criteria
- Ability to work flexibly and respond positively to change
Employer certification / accreditation badges
Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Robert Brown
- Job title
- PA to Community Care Divisional Directors
- Email address
- [email protected]
- Telephone number
- 07484024027
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