Job vacancy: Personal Assistant, University Hospitals Coventry and Warwickshire NHS Trust, Coventry

Job summary

Main area: Personal Assistant
Grade: NHS AfC: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week (Monday to Friday flexible between hours of 0800 - 1700)
Job ref: 218-AC-B4-8206830

Employer: University Hospitals Coventry and Warwickshire NHS Trust
Employer type: NHS
Site: University Hospitals Coventry and Warwickshire
Town: Coventry
Salary: £28,392 - £31,157 per annum
Salary period: Yearly
Closing: 23/08/2026 23:59
Interview date: 09/09/2026

Personal Assistant

NHS AfC: Band 4

Detailed job description and main responsibilities

Manage the Deputy Chief Nursing Officers commitments
Liaising with Trust staff and other senior professionals internally and externally to the Trust
To act as a point of contact to ensure all enquiries are managed and successfully resolved
To ensure all documentation is up-to-date, accurate, and professional in presentation
To implement and maintain an efficient, systematic office management procedures
HR / Recruitment / Agency matters to include dealing with confidential matters on behalf of Corporate Nursing.
To continually contribute to patient and business improvement Agendas.
Support the Deputy Chief Nursing Officers in facilitation of a wide range of matters.

For further details please see the attached job description.

Please be advised that sponsorship is not eligible for this post.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Person specification

Qualifications

Essential criteria

• ECDL or equivalent. • NVQ Level 3 in Administration or equivalent. • RSA/OCR III or equivalent typing/word processing including audio typing. • Advanced secretarial qualifications including diary management experience. • Recognised qualifications in literacy and numeracy (minimum GCSE English and Mathematics or equivalent) • A willingness to undergo training and new skills.

Desirable criteria

• Developing business level qualifications

Experience

Essential criteria

• Proven experience as a personal assistant. • Experience in complex diary management and meeting coordination. • Ability to communicate in English both verbally and in writing. • Excellent interpersonal skills. • Able to communicate complex, sensitive information with a range of staff internally and externally • Good professional telephone manner. • Able to work on own initiative. • Comprehensive accurate Minute Taking and action logs • Proven organisational skills. • Decision making and resolving complex work-related issues. • Ability to work with IT systems and simple data

Desirable criteria

• Knowledge of NHS structures and governance processes

Knowledge

Essential criteria

• Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel, PowerPoint. • Knowledge of spreadsheets and basic analysis • Excellent understanding of general office working procedures. • knowledge of specialist functional terms, organisational policies and procedures to manage non-routine issues/problems

Desirable criteria

• Awareness of current issues

Skills

Essential criteria

• Flexible and adaptable • Conscientious, with good attention to detail • Ability to work on own initiative whilst under pressure to meet tight deadlines. • Ability to prioritise. • Excellent telephone manner. • Neat, tidy appearance with professional attitude to patients, relatives and staff • Able to work independently or as part of a team. • General good health with a reliable work attendance record. • Confident, self-motivated, logical and organised. • Ability to communicate with staff and patients. • Integrity • Demonstrated the trait of a completer finisher • Excellent organisational skills. Touch Typing skills at a typing speed of at least 45 words per minute. • Good presentation skills. • Able to supervise support staff daily. • Sound decision making skills. • Excellent level of verbal and written communication. • Able to demonstrate good persuasion and influencing skills. • Able to use judgement and initiative to provide information and support. • Able to apply tact and sensitivity to establish trust and confidence. • Empathetic approach to managing and resolving enquiries. • Able to manage difficult and distressing situations effectively. • Able to analyse problems and initiate appropriate solutions effectively. • Able to compose and transcribe minutes, action logs, correspondence and reports. • Able to do basic data analysis for reports

Commitment to Trust Values and Behaviours

Essential criteria

• Must be able to demonstrate behaviours consistent with the Trust’s values. (As detailed in UHCW’s Values in Action document below) • Applicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust’s Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

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.

Application numbers

Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Documents to download

Apply online now

Further details / informal visits contact

Name: Anne Dela Cerna
Job title: Nursing Midwifery Education Manager
Email address: [email protected]
Telephone number: 02476964766

List jobs with University Hospitals Coventry and Warwickshire NHS Trust in Administrative Services or all sectors

Job summary

Employer heading

Personal Assistant

NHS AfC: Band 4

Job overview

Main duties of the job

Working for our organisation

Detailed job description and main responsibilities

Person specification

Qualifications

Essential criteria

Desirable criteria

Experience

Essential criteria

Desirable criteria

Knowledge

Essential criteria

Desirable criteria

Skills

Essential criteria

Commitment to Trust Values and Behaviours

Essential criteria

Employer certification / accreditation badges

Applicant requirements

Application numbers

Documents to download

Further details / informal visits contact

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