Job summary
We are seeking a proactive and professional Band 5 Personal Assistant to provide high-quality administrative and secretarial support to senior members of our team. This is an exciting opportunity to work in a fast-paced healthcare setting where your organisational skills, attention to detail, and ability to manage competing priorities will be highly valued.
Youll play a key role in ensuring the smooth running of the department, supporting senior leaders, coordinating complex schedules, and contributing to the delivery of high-quality patient services. If you thrive in a busy environment and enjoy working as part of a collaborative team, we would love to hear from you.
Main duties of the job
In this role, you will:
- Provide comprehensive PA support to senior staff within the department
- Manage and coordinate complex diaries, meetings, and schedules
- Organise meetings, prepare agendas, and take accurate minutes
- Act as a key point of contact, handling confidential information professionally
- Support the wider administrative team to ensure a seamless service
- Coordinate events, projects, and communications across teams
- Maintain accurate records, databases, and filing systems
- Prioritise workload effectively in a fast-moving environment
This role is ideal for someone who is adaptable, highly organised, and confident communicating with a wide range of stakeholders.
About us
Imperial College Healthcare NHS Trust is one of the largest NHS organisations in the UK, with over 12,000 staff delivering care to more than a million patients each year.
We provide acute and specialist services across five hospitals:
- Charing Cross Hospital
- Hammersmith Hospital
- Queen Charlottes & Chelsea Hospital
- St Marys Hospital
- Western Eye Hospital
Working in partnership with Imperial College London, we are a leading academic health science centre, committed to innovation, research, and excellence in patient care.
Our values shape everything we do:
- Kind we treat everyone with compassion and respect
- Collaborative we work together to achieve the best outcomes
- Expert we deliver high‑quality care through knowledge and skill
- Aspirational we continuously improve and innovate
Why Join Us?
- Excellent learning and development opportunities
- Access to NHS pension scheme and staff benefits
- Opportunities for career progression and leadership development
- A supportive, inclusive, and diverse working culture
- Exposure to world‑class research and innovation
Job description
Job responsibilities
To provide high-quality administrative and secretarial support to the department, ensuring the smooth running of daily operations and enabling senior staff to work effectively.
Key Responsibilities The post holder will deliver a professional and efficient Personal Assistant service, managing complex diaries, coordinating meetings, and preparing agendas and minutes. They will act as a key point of contact, handling a high volume of correspondence and ensuring all communications are prioritised appropriately while maintaining strict confidentiality.
They will support the day‑to‑day running of the office, ensuring systems, records, and filing are up to date, and will play a key role in supporting new staff and maintaining an organised working environment. The role also involves working closely with the wider team to ensure a seamless administrative service.
The post holder will assist in organising meetings, events, and projects, coordinating logistics and supporting senior managers with administrative tasks to ensure effective delivery of departmental priorities.
They will maintain accurate records and databases, support system improvements where required, and ensure information is managed efficiently and in line with Trust standards.
In addition, the role includes supporting basic financial processes such as expense tracking, invoice coordination, and maintaining accurate records to support effective budget monitoring.
Person Specification
Experience
Essential
- Accurate keyboard skills; typing speed of 50 wpm
- Audio and copy typing skills
- Able to undertake confidential work
- Good oral and written communication skills
- Ability to work under pressure with conflicting/tight deadlines
- Ability to prioritise workload and work to deadlines
- Ability to remain calm under pressure
- Advanced minute and note taking
- Ability to cope with fluctuating volume of work
- Able to assimilate quickly and exercise initiative
Skills/Abilities
Essential
- Advanced experience of using Microsoft Word, Excel, PowerPoint and Outlook
- Experience of dealing with difficult situations
- Experience of working within a multidisciplinary team
- Previous experience of staff and office management
- Efficient and systematic approach to work
- Proven experience as a secretary / PA
- Creation and use of administrative systems
Desirable
- Advanced experience of Microsoft project management
- NHS
- Experience of working to a Director
Qualifications
Essential
- Degree or equivalent qualification or experience
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Imperial College Healthcare NHS Trust
Address
The Bays
S Wharf Road
London
W2 1NY
Employer’s website
https://www.imperial.nhs.uk/ (Opens in a new tab)
#J-18808-Ljbffr…