PA to Senior Management Team (Adult Community Services)

Job overview

12 Month Secondement Oppertunity:

An exciting opportunity has arisen for an organised, proactive and highly motivated individual to join the Hillingdon Adult Community Services Administration Team as a Band 4 Personal Assistant to the Senior Management Team.

The postholder will provide comprehensive administrative and business support to the Head of Adult Services and other senior managers. This is a varied and busy role which includes diary and email management, meeting coordination, minute taking, preparing correspondence, maintaining trackers and supporting complaints, recruitment, HR and other key administrative processes.

You will be confident working independently, managing competing priorities and responding flexibly to changing service needs. Excellent communication, organisational and IT skills are essential, together with the ability to handle complex and sensitive information with discretion and professionalism.

The postholder will work closely with colleagues across the SMT administration team to provide cross-cover and ensure continuity of support. The role will be based within Hillingdon Community Services, with flexibility to work across sites where required.

If you are an experienced administrator who enjoys working in a varied and fast-paced environment, can manage competing demands and takes pride in delivering a professional and reliable service, we would welcome your application.

Main duties of the job

The successful candidate will:

• Provide high-quality administrative and PA support to the Head of Adult Services and Senior Management Team.
• Act as a key point of contact for internal colleagues, patients, carers and external partner organisations.
• Manage busy diaries and email inboxes, organise meetings and ensure urgent and conflicting priorities are handled effectively.
• Prepare agendas and meeting papers, take accurate minutes and monitor actions arising from meetings.
• Draft correspondence, reports, communications and other documents to a high standard.
• Maintain trackers and support the effective management of complaints, claims and Subject Access Requests.
• Provide confidential administrative support for recruitment, new starters, HR processes and workforce matters.
• Support rota coordination, expenses, procurement and other operational processes.
• Organise team meetings, away days and events, including venues, papers and practical arrangements.
• Work closely with the wider PA and SMT administration team, providing cover where needed and helping to maintain continuity of support.
• Review administrative systems and suggest improvements to support efficient ways of working.

The role requires excellent attention to detail, sound judgement and the ability to communicate sensitively and professionally. The postholder will need to manage information confidentially, work under their own initiative and remain calm and organised within a busy environment.

Detailed job description and main responsibilities

The Band 4 Personal Assistant to the Senior Management Team provides high-level administrative and business support to the Head of Adult Services and Senior Management Team within Adult Community Services. The role is responsible for managing diaries, meetings, communications, complaints administration, recruitment processes and confidential workforce matters, helping ensure the smooth and efficient running of the service.

Main Responsibilities

• Provide comprehensive administrative support to the Head of Service and Senior Management Team.
• Manage complex diaries, meetings, inboxes and competing priorities.
• Act as a key point of contact for staff, patients, relatives and external organisations.
• Organise meetings, prepare agendas, distribute papers and take minutes.
• Coordinate actions arising from meetings and monitor progress against deadlines.
• Support recruitment, onboarding, HR administration and HealthRoster processes.
• Manage complaints, claims and service access request trackers, ensuring deadlines are met.
• Draft correspondence, communications and reports on behalf of senior managers.
• Support procurement, expenses, travel arrangements and other service administration.
• Maintain confidentiality and provide professional, customer-focused support at all times.
• Work collaboratively with the wider administration team, providing cross-cover and acting up to PA level when required.

What We're Looking For

• Experience providing senior administrative or executive support.
• Strong organisational, diary management and minute-taking skills.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong IT skills, including Microsoft Outlook, Word, Excel and Teams.
• Professional, proactive and able to work independently with discretion and confidentiality.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.