Band 4 PA/Senior Administrator
The closing date is 14 May 2026
We are looking for an experienced personal assistant to support a friendly team of directors and senior managers primarily based at Heartlands Hospital supporting across Women’s and Children’s Services with a focus on Maternity services. The role will entail:
- Diary and email management; acting as a key point of contact organising meetings both internally and externally with associated correspondence.
- Taking minutes at high‑level directors’ meetings; producing accurate notes and following up actions.
- Accurately collating high‑level presentations and reports.
- Supporting with wider office management duties.
- Typing, report writing, draft correspondence and photocopying.
- Arranging meeting venues, invites, preparing, collating and distributing agendas, minutes, reports and associated papers.
- Minute taking and transcription and ensuring follow‑up actions are managed and tracked to conclusion.
- Organising travel arrangements and managing the daily diary of assigned directors.
- Carrying out work and duties on own initiative without direct supervision and to tight deadlines.
- Dealing with queries and instigating appropriate action while maintaining confidentiality for sensitive information.
- Producing correspondence, reports, presentations and spreadsheets using Microsoft packages to a high standard.
- Searching and assimilating statistical information to populate data requests.
- Developing and maintaining an efficient and accurate filing system.
- Carrying out other secretarial duties including scanning, printing, emailing, purchase orders and arranging repair of office equipment.
Qualifications
- GCSE or equivalent pass in English Language and Maths (A-C/4-9)
- Business Administration NVQ level 3 or equivalent experience in an administrative environment.
- RSA II typing or equivalent word‑processing competency level.
Experience
- Experience of working in a secretarial/administrative role with a proven track record of problem solving.
- Experience of taking minutes at meetings with Senior Managers.
- Ability to work under pressure and to multi‑task.
- Ability to work to deadlines and to prioritise workload and manage time effectively.
- Experience of working in an office environment.
- Experience of working in a healthcare environment.
Additional Criteria
- Confidence to work with staff at all levels and professional backgrounds.
- Effective communication skills both written and verbal.
- Full range of secretarial/administrative/office skills including e‑mailing, scanning, photocopying.
- Good organisational skills and ability to multitask.
- Understanding of confidentiality and its application in everyday working practice.
- Ability to work as part of a team and build good working relations.
- Ability to work under pressure and deal with stressful situations.
- Initiative‑taking – able to work independently to prioritise and manage own workload.
- Work effectively and flexibly as part of a team to meet the needs of the services.
- Confident in dealing with people at all levels.
- Demonstrated understanding of equality and diversity.
- Reliable and conscientious.
- Motivated.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.
#J-18808-Ljbffr