Band 4 PA/Senior Administrator

Job summary

We invite applications to provide secretarial support to the Hospital Senior Leadership Team and CDG2 (surgical) at Heartlands Hospital.

Your responsibilities will include attendance at meetings to include Board and committees where you will produce accurate minutes, prepare reports / letters and reply to correspondence. Additionally, you will proactively manage the diaries and/or inboxes of leaders within the Heartlands Senior Leadership team.

As a valued member of this team, your workload will be varied and often challenging as deadlines are often time sensitive - being able to multitask in an efficient manner whilst remaining confidentiality will be key to your success.

Ideally, you will have experience working within the NHS -- yet we would welcome applications from those who have worked in a similar PA capacity with evidence of providing all round secretarial duties including the preparation, circulation of meeting papers, accurate minute taking and follow up actions, as well as diary management for a busy Director or senior leader. You will support the Executive Director with signing off complaints and ordering of supplies and receipting invoices.

If you think we have described, you and you believe you have the skills and ability to succeed apply today.

Please contact Rachel Ayris, Executive Assistant to Hospital Executive Director, Heartlands Hospital on 0121 424 0411 or rachel.ayris@uhb.nhs.uk

Main duties of the job

The post holder will provide an efficient and professional administrative and secretarial service to the Hospital Senior Leadership Team and CDG2 (Surgical) at Heartlands Hospital. Working with the Executive Assistant and senior leaders, you will manage busy diaries and inboxes, maintain bring-forward and filing systems, prioritise correspondence and respond appropriately to telephone, email and face-to-face enquiries.

You will organise meetings, prepare and circulate agendas and papers, take accurate minutes, produce reports, letters and presentations, and follow up agreed actions. Daily responsibilities include maintaining records, entering and extracting information from Trust systems, ordering supplies, raising and receipting orders, and providing cover across the administration team. You may also support staff records, local induction arrangements and supervise administrative colleagues in the Executive Assistant's absence.

The ideal candidate will have strong administrative and IT skills, including confidence using Microsoft Outlook, Word, Excel and PowerPoint. You will be organised, reliable and self-motivated, with excellent written and verbal communication skills. You must use initiative and sound judgement, manage competing priorities, meet deadlines and remain calm under pressure. Discretion and confidentiality are essential, together with a sensitive and professional approach when dealing with staff, service users, senior managers and external organisations.

About us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Details

• Date posted: 20 October 2026
• Pay scheme: Agenda for change
• Band: Band 4
• Salary: £28,392 to £31,157 a year
• Contract: Fixed term
• Duration: 12 months
• Working pattern: Full-time, Flexible working
• Reference number: 304-9019637
• Job locations: Heartlands Hospital, Bordesley Green E, Birmingham, West Midlands, B9 5SS, United Kingdom

Job responsibilities

Please note for a specific detailed job description for this vacancy please see attached job description