Job vacancy: Personal Assistant to: Director of Strategy & Director of Innovation, University College London Hospitals NHS Foundation Trust, London

Job summary

Main area: Corporate
Grade: NHS AfC: Band 5
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 309-UCLH-7937-A

Employer: University College London Hospitals NHS Foundation Trust
Employer type: NHS
Site: UCLH
Town: London
Salary: £38,488 - £46,852 per annum inclusive of HCAS
Salary period: Yearly
Closing: 14/06/2026 23:59

Personal Assistant to: Director of Strategy & Director of Innovation

NHS AfC: Band 5

The use of AI is monitored and if applicants have used it, then they are required to declare this in their supporting statement.

Artificial intelligence (AI) is a set of technology that can perform various tasks that typically required human intelligence. Your application is your opportunity to demonstrate to us how you meet the requirements of the role.

We recognise that AI tools can support accessibility, equity and confidence for applicants. However, it’s important that examples and responses genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey.

Further guidance can be found in the NLPSS Applicant Toolkit https://royalfree.pagetiger.com/cuuomnr/1.

University College London Hospitals NHS Foundation Trust is committed to fair and transparent recruitment and requires applicants to provide accurate information, as misleading details may affect their application or employment and may be verified in line with the Fraud Act 2006. For further information please visit https://royalfree.pagetiger.com/cuuomnr/1.

Detailed job description and main responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

This is an opportunity to join Trust Headquarters as Personal Assistant to the Director of Strategy and the Director of Innovation. 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.

This is a varied and visible role at the heart of the organisation, ideal for someone who thrives in a fast-paced, high-trust environment and enjoys making things run smoothly behind the scenes.

Come and be a part of the best NHS trust in England to work for, according to our staff*

* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England – for the third year in a row.

UCLH recognises the benefits of flexible working for staff – To find out more, visit: Flexible working. 

To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?

Person specification

Knowledge, Qualifications & Experience

Essential criteria

Minimum 3 years’ experience as a Personal Assistant to an Executive Director
Ability to manage complex diaries.
Knowledge of a wide range of NHS procedures and practices including NHS governance.
Experience of working in a large organisation.
Minute taking and meeting secretariat experience.

Desirable criteria

Secretarial / PA qualification (i.e. RSA level 3 / NVQ level 4 BSMSA/AMSPAR) or equivalent experience
Experience of working in a healthcare environment.
Project coordination experience.

Skills and Abilities

Essential criteria

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, Integrated care system, solicitors 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 positive contributions to the smooth function of Trust headquarters.
Ability to accept responsibility.
Ability to make sensible judgements involving facts / situations which may require analysis and interpretations.
Experience in prioritising your own workload and supporting the directors and their deputies to ensure their priorities are achieved.
The ability to plan and organise a broad range of activities.

Values

Essential criteria

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

Personal and People Development

Essential criteria

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

Essential criteria

Information processing (IT skills)
Advanced Microsoft office and keyboard skills, ability to type a minimum of 55 words per minute

Desirable criteria

Ability to obtain information from external sources (e.g.: web- based or library sources)

Personal Qualities

Essential criteria

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.

At UCLH, we have a real ‘One Team’ ethos, and our values – safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.

At UCLH we take equality of opportunity seriously and are committed to being a diverse and inclusive employer, with a culture that creates a real sense of belonging and trust. It is our fundamental aim, to recruit, retain and promote a diverse mix of people who are representative of our local communities. Applications are encouraged from candidates of all backgrounds, cultures, and perspectives to support our world class research, innovation and creativity.

UCLH recognises the benefits of flexible working for staff and has a dedicated policy which allows staff to apply for flexible working right from the beginning of employment. For more information please go to: https://www.uclh.nhs.uk/work-with-us/why-choose-uclh/flexible-working.

We offer our permanent staff an interest free season ticket loan for travel, all our staff have access to free independent and confidential support, large retail discounts, a staff discount platform, cycle to work scheme and on-site accommodation to name a few.

Additionally, UCLH Arts and Heritage’s staff wellbeing programme, Creative Comfort, offers a variety of ways to engage with the arts as a member of UCLH staff. You can try out the weekly choir, weekly art club and join the Culture Club for exclusive access to free and discounted tickets for opera, exhibitions, theatre and more.

We recognise, reward and thank colleagues by nominating them for our annual Celebrating Excellence Awards, which are funded by UCLH Charity.

We are also members of www.mytrustbenefits.co.uk/ which offers discounts on high street retail stores, offers on travel deals, and also to take advantage of cash back schemes.

You must be eligible to work in the United Kingdom or meet the criteria for sponsorship under the Skilled Worker visa route. We welcome applications from candidates who require visa sponsorship, and these will be considered alongside all other applications. Before applying, please ensure that both you and the role meet the eligibility requirements under the UK Visas and Immigration (UKVI) points-based system to avoid disappointment. You can view this here

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please note that all correspondence regarding your application will be via email. The emails will be sent to you via TRAC.jobs and not via NHS Jobs, we encourage you to check your inbox regularly.

Please note that if you have not heard from us within 3 weeks of the closing date of the advert to assume that you have not been shortlisted on this occasion.

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.