Job Summary
We are looking for an experienced personal assistant to support a friendly team of directors and senior managers at Heartlands Hospital, mainly within Women’s and Children’s Services with a focus on Maternity services.
Responsibilities
- Diary and email management; act as key point of contact, organising internal and external meetings and related correspondence.
- Take minutes at high‑level directors’ meetings and follow up actions.
- Accurately collate high‑level presentations and reports.
- Support wider office management duties, including typing, report writing, draft correspondence and photocopying.
- Arrange meeting venues, issue invites, prepare and distribute agendas, minutes, reports and related papers.
- Organise travel arrangements and perform daily diary management for assigned directors.
- Deal with queries and instigate appropriate action for complex and sensitive information.
- Create and maintain an efficient filing system.
- Carry out other secretarial duties such as scanning, printing, emailing, purchase orders, maintaining 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
- Previous secretarial/administrative role with proven problem‑solving track record.
- Experience of taking minutes at senior management meetings.
- Ability to work under pressure, multi‑task and meet deadlines.
Desirable Experience
- Experience in an office environment.
- Experience in a healthcare environment.
Additional Criteria
- Confidence to work with staff at all levels.
- Strong written and verbal communication skills.
- Full range secretarial/administrative skills including e‑mailing, scanning, photocopying.
- Good keyboard and IT skills.
- Excellent organisational and time‑management skills.
- Understanding of confidentiality principles and ability to apply them.
- Team‑working ability and good working relationships.
- Initiative and ability to work independently.
- Motivated and reliable.
- Understanding of equality and diversity.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A Disclosure and Barring Service check will be required.
Compensation and Working Hours
Band 4 – £28,392.00 to £31,157.00 per year (Agenda for Change).
Full‑time, permanent.
Working hours: Monday to Friday, 08:00–16:00 / 08:30–16:30 / 09:00–17:00.
Flexible working arrangements available.
Location
Heartlands Hospital, Bordesley Green E, Birmingham, West Midlands, B9 5SS.
#J-18808-Ljbffr”, “datePosted”: “2026-05-09”, “hiringOrganization”: { “@type”: “Organization”, “name”: “University Hospitals Birmingham NHS Foundation Trust”, “sameAs”: “https://uk.whatjobs.com/pub_api__cpl__428052835__4861?utm_campaign=publisher&utm_medium=api&utm_source=4861&geoID=835” }, “jobLocation”: { “@type”: “Place”, “address”: { “@type”: “PostalAddress”, “addressLocality”: “Birmingham” } } }Job Summary
We are looking for an experienced personal assistant to support a friendly team of directors and senior managers at Heartlands Hospital, mainly within Women’s and Children’s Services with a focus on Maternity services.
Responsibilities
- Diary and email management; act as key point of contact, organising internal and external meetings and related correspondence.
- Take minutes at high‑level directors’ meetings and follow up actions.
- Accurately collate high‑level presentations and reports.
- Support wider office management duties, including typing, report writing, draft correspondence and photocopying.
- Arrange meeting venues, issue invites, prepare and distribute agendas, minutes, reports and related papers.
- Organise travel arrangements and perform daily diary management for assigned directors.
- Deal with queries and instigate appropriate action for complex and sensitive information.
- Create and maintain an efficient filing system.
- Carry out other secretarial duties such as scanning, printing, emailing, purchase orders, maintaining 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
- Previous secretarial/administrative role with proven problem‑solving track record.
- Experience of taking minutes at senior management meetings.
- Ability to work under pressure, multi‑task and meet deadlines.
Desirable Experience
- Experience in an office environment.
- Experience in a healthcare environment.
Additional Criteria
- Confidence to work with staff at all levels.
- Strong written and verbal communication skills.
- Full range secretarial/administrative skills including e‑mailing, scanning, photocopying.
- Good keyboard and IT skills.
- Excellent organisational and time‑management skills.
- Understanding of confidentiality principles and ability to apply them.
- Team‑working ability and good working relationships.
- Initiative and ability to work independently.
- Motivated and reliable.
- Understanding of equality and diversity.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A Disclosure and Barring Service check will be required.
Compensation and Working Hours
Band 4 – £28,392.00 to £31,157.00 per year (Agenda for Change).
Full‑time, permanent.
Working hours: Monday to Friday, 08:00–16:00 / 08:30–16:30 / 09:00–17:00.
Flexible working arrangements available.
Location
Heartlands Hospital, Bordesley Green E, Birmingham, West Midlands, B9 5SS.
#J-18808-Ljbffr…