Personal AssistantNHS

Job summary

Personal Assistant (Band 4) We are seeking a highly organised and proactive Personal Assistant to provide comprehensive administrative and secretarial support to General Manager(s) within Operational Services.

This key role involves managing complex diaries, coordinating meetings, preparing high-quality documents and minutes, and acting as a first point of contact for a wide range of stakeholders, including staff, service users and carers. You will also support office systems, assist with projects, and help ensure the smooth day-to-day running of the team.

The ideal candidate will have significant experience supporting senior managers, excellent communication and organisational skills, and strong knowledge of Microsoft Office. You will be able to work independently, manage competing priorities, and handle sensitive information with professionalism and discretion.

Experience within the NHS or public sector is desirable.

Main duties of the job

Main Duties

• Provide comprehensive personal assistant and administrative support to the General Manager(s) and team
• Manage complex diaries, appointments, and correspondence
• Act as a first point of contact, handling enquiries professionally and sensitively
• Prepare and produce high-quality documents, including reports, agendas and meeting minutes
• Organise and support meetings and events, including logistics and follow-up actions
• Maintain and develop efficient office systems and records
• Support project work, including data collection and spreadsheets
• Supervise and support administrative staff and oversee office operations
• Manage basic financial tasks, including ordering and invoice processing
• Ensure all work is delivered with confidentiality, accuracy, and professionalism

Job description

Detailed Job Description and Main Responsibilities The Personal Assistant will provide a comprehensive, proactive and confidential administrative and secretarial service to the General Manager(s) and associated care group team. The post holder will play a key role in ensuring the effective organisation and smooth running of operational services, working both independently and collaboratively across teams.

Personal Assistant Support

• Provide a high-quality personal assistant service to the General Manager(s), including managing complex diaries, appointments and schedules
• Act as a first point of contact, handling telephone, email and face-to-face enquiries professionally, including sensitive contact with service users, carers and external stakeholders
• Manage incoming correspondence, including screening emails and prioritising urgent matters, drafting routine responses as appropriate
• Produce accurate, high-standard documents including reports, correspondence, agendas and minutes in line with Trust standards
• Service meetings, including organising logistics, preparing documentation, taking minutes and tracking actions
• Coordinate events, meetings and workshops, including venue booking, catering, equipment and delegate materials
• Support the General Manager(s) with project work, research, data collection and presentation materials
• Maintain strict confidentiality and professionalism at all times

Office Administration and Team Support

• Develop, maintain and improve effective office systems, including filing, record management and administrative processes
• Supervise and support administrative and secretarial staff, including allocation of work, induction, and involvement in appraisal and recruitment processes
• Contribute to the standardisation and improvement of administrative practices across the service
• Maintain accurate staff and personnel records, including sickness absence reporting systems
• Monitor and maintain clinical and service data systems, ensuring records are accurate and up to date
• Support the implementation and development of policies, procedures and administrative systems

Financial and Resource Management

• Raise purchase orders and support invoice processing and monitoring using Trust systems
• Order and maintain office supplies and resources for the team
• Ensure financial processes are followed in line with Trust procedures

General Responsibilities

• Manage workload proactively, prioritising competing demands and working independently when required
• Participate in team meetings, supervision, appraisal and personal development planning
• Contribute to a positive, professional and efficient team environment
• Comply with all Trust policies, including safeguarding, confidentiality, health and safety, and equality and diversity
• Support a culture of high performance, continuous improvement and excellent service delivery

About us

Working for Sussex Partnership NHS Foundation Trust

• Join a supportive, inclusive and values-led organisation, committed to providing high-quality care for patients, service users and carers
• Benefit from access to ongoing training and development, with opportunities to grow your skills and career
• Receive regular supervision, appraisal and personal development planning
• Work in an organisation that promotes flexible working and staff wellbeing, recognising the importance of work-life balance
• Access a competitive NHS benefits package, including generous annual leave entitlement and the NHS Pension Scheme
• Be part of a Trust that actively promotes equality, diversity and inclusion, ensuring everyone is treated with dignity and respect
• Contribute to services that make a real difference to local communities across Sussex