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Job summary
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.
An ideal candidate will have experience within a PA role. You will be personable and dedicated to the role with outstanding attention to detail, comfortable with a heavy workload and flexible, remaining calm under pressure. You will need to be able to quickly respond to unforeseen challenges that require immediate and prompt resolution. Your experience will include:
Supporting a senior management team with secretarial/PA support
A confident user of MS Word, Excel, PowerPoint, Outlook and TEAMS.
Experience of working within the NHS is desirable, but not essential.
This is a full-time post (37.5hours) working Monday to Friday 08:00-16:00/ 08:30-16:30/ 09:00-17:00.
For informal enquiries please contact: Jo Lees: joanne.lees@uhb.nhs.uk
Interview date -- 15th July 2026.
Main duties of the job
The postholder will provide a comprehensive and efficient general and personal administrative service to the clinical delivery group. It is essential that the post holder exercises initiative and judgment using acquired skills and knowledge; always maintaining confidentiality. The post holder must provide an empathic and sensitive point of contact for all service users.
General duties will include:
Arranging meeting venues, invites, prepare, collate and distribute agendas, minutes, reports and associated papers.
Minute taking and transcription and ensuring follow up actions are managed and tracked through to conclusion.
Organise travel arrangements and assume responsibility for daily diary management of assigned directors.
Carry out their work and duties on their own initiative, without direct supervision and to tight deadlines; to achieve trust standards and targets.
Deal with queries and instigate action; appropriate to the complex and sensitive nature of the information involved.
To use varying Microsoft packages to produce correspondence, reports, presentations and spreadsheets to a high standard.
Search for and assimilate statistical information to populate required data requests.
Develop and maintain an efficient and accurate filing system.
Carry out any other secretarial duties including scanning, printing, emailing, purchase orders, maintaining and arranging repair of office equipment as required.
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: 01 July 2026
- Pay scheme: Agenda for change
- Band: Band 4
- Salary: £28,392 to £31,157 a year
- Contract: Permanent
- Working pattern: Full-time, Flexible working
- Reference number: 304-9017807
- Job locations: Heartlands Hospital, Bordesley Green E, Birmingham, West Midlands, B9 5SS, United Kingdom
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person specification
Experience
Essential
- *Experience of working in a secretarial/ administrative role with a proven track record of problem solving
- *Experience of taking minutes (where required) at meetings with Senior Managers.
- *Able to work under pressure and to multi-task.
- *Ability to work to deadlines and to prioritise workload and manage time effectively.
Desirable
- *Experience of working in an office environment
- *Experience of working in a healthcare environment.
Qualifications
Essential
- *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.
Additional Criteria
Essential
- *Confidence to work with staff at all levels and professional backgrounds.
- *Effective communication skills both written and verbal.
- *Full range secretarial/administrative/ office skills including e-mailing, scanning, photocopying.
- *Good keyboard/IT skills
- *Good organisational skills and ability to multitask.
- *Suitable time management skills
- *Understand confidentiality and apply the principles in everyday working practice.
- *Ability to work as part of a team and to 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.
- *Must be able to demonstrate an understanding of equality and diversity.
- *Reliable and conscientious
- *Motivated
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Applying for this NHS job
This advert is for Band 4 Senior Administrator with University Hospitals Birmingham NHS Foundation Trust in Birmingham, Midlands, England. It is listed as a Band 4 Administrative and IT role. The advertised salary is £28,392 to £31,157 a year. The contract type is Permanent. The application deadline is 08 Jul 2026.
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