# Personal Assistant & Patient Safety Administrator, Band 4 > NHS job listing from Job Clerk for Gloucestershire Hospitals NHS Foundation Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/personal-assistant-and-patient-safety-administrator-band-4/01f5b7ed-ab14-474e-90a1-4abcb336e00a - **Markdown:** https://www.jobclerk.com/job/personal-assistant-and-patient-safety-administrator-band-4/01f5b7ed-ab14-474e-90a1-4abcb336e00a.md ## Summary - **Status:** Live - **Employer:** Gloucestershire Hospitals NHS Foundation Trust - **Town:** Cheltenham - **Region:** South West - **Country:** England - **Profession:** Administrative and IT - **Grade:** Band 4 - **Salary:** £28,392 - £31,157 (pa, pro rata if part-time) - **Contract type:** 12 months (12 month fixed term maternity leave cover) - **Employment type:** Full time - 37.5 hours per week - **Closing date:** 2026-06-18T23:59:00.000Z - **Posted:** 2026-06-11T08:30:35.636Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/Gloucestershire/Gloucester/Gloucestershire_Hospitals_NHS_Foundation_Trust/Women_Childrens_Division/Women_Childrens_Division-v8074652 - **Application URL:** https://apps.trac.jobs/job-advert/8074652?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.gloshospitals.nhs.uk ## Job Content ### Job overview An exciting opportunity has arisen for an enthusiastic and experienced administrator or personal assistant to support the Divisional Leadership Team and Patient Safety Team within the Women & Children's Division at Gloucestershire Hospitals NHS Foundation Trust. The successful candidate will be a motivated individual who can work independently, use initiative and be able to both prioritise and be flexible in order to meet workload demands without direct supervision. This combined role requires excellent organisational skills, sound judgement, and the ability to manage sensitive information and multiple priorities with professionalism. You will be part of a compassionate, collaborative and ambitious division that values inclusion, continuous learning and improvement, and places patients, families and staff at the heart of everything it does. ### Main duties of the job The successful applicant will work closely with the Divisional Leadership Team, organising diaries, arranging meetings both with internal and external stakeholders, supporting divisional meetings and governance requirements as required, collating spreadsheets, support recruitment processes, minute taking, as well supporting our cultural and leadership development. Alongside this, your responsibilities as Patient Safety Administrator will include conducting initial reviews of incidents on Datix, coordinating complaints responses, organising evidence for investigations, maintaining tracking systems for health records, and assisting with the administration of audits, action plans and serious incident investigations. A good general education is essential with a high level of literacy & proven proficiency in Microsoft Office packages. Some experience within a similar role to include the co-ordination of workload demands in a busy hospital environment would be advantage. ### Detailed job description and main responsibilities The post holder is a key member of the team and is expected to provide a high quality administrative and Personal Assistant support to the Divisional Management Team and Patient Safety Team at all times; assisting them in ensuring they are able to function effectively and efficiently to help the service meet agreed quality standards of patient care and performance as required. We are looking for someone who has strong administrative skills; including an good understanding and ability to use Microsoft Office packages. Has good communication skills.  Able to work independently, and able to work under their own initiative. Has experience of working in a PA or administrative role previously. Please see the attached job description for a more detailed description of the role. ## Job Details An exciting opportunity has arisen for an enthusiastic and experienced administrator or personal assistant to support the Divisional Leadership Team and Patient Safety Team within the Women & Children's Division at Gloucestershire Hospitals NHS Foundation Trust. The successful candidate will be a motivated individual who can work independently, use initiative and be able to both prioritise and be flexible in order to meet workload demands without direct supervision. This combined role requires excellent organisational skills, sound judgement, and the ability to manage sensitive information and multiple priorities with professionalism. You will be part of a compassionate, collaborative and ambitious division that values inclusion, continuous learning and improvement, and places patients, families and staff at the heart of everything it does. ## Job Description The successful applicant will work closely with the Divisional Leadership Team, organising diaries, arranging meetings both with internal and external stakeholders, supporting divisional meetings and governance requirements as required, collating spreadsheets, support recruitment processes, minute taking, as well supporting our cultural and leadership development. Alongside this, your responsibilities as Patient Safety Administrator will include conducting initial reviews of incidents on Datix, coordinating complaints responses, organising evidence for investigations, maintaining tracking systems for health records, and assisting with the administration of audits, action plans and serious incident investigations. A good general education is essential with a high level of literacy & proven proficiency in Microsoft Office packages. Some experience within a similar role to include the co-ordination of workload demands in a busy hospital environment would be advantage. ## Responsibilities The post holder is a key member of the team and is expected to provide a high quality administrative and Personal Assistant support to the Divisional Management Team and Patient Safety Team at all times; assisting them in ensuring they are able to function effectively and efficiently to help the service meet agreed quality standards of patient care and performance as required. We are looking for someone who has strong administrative skills; including an good understanding and ability to use Microsoft Office packages. Has good communication skills. Able to work independently, and able to work under their own initiative. Has experience of working in a PA or administrative role previously. Please see the attached job description for a more detailed description of the role. ## Person Specification ### Knowledge **Essential** - Ability to provide full secretarial and administrative support to the Division including using initiative to prepare drafts of correspondence and reports, maintain diary and appointments, arrange meetings and visits and take messages using own initiative at times - Strong organisational and communication skills, with the ability to prioritise, manage competing deadlines and work independently - Ability to collate, analyse and present complex information in clear, structured formats (e.g., spreadsheets, reports). - Ability to handle confidential and sensitive information with professionalism and sound judgement. - Knowledge and experience of Microsoft Office packages including Word, Outlook and Excel and good IT ability to ensure proficient use of hospital computer systems **Desirable** - Ability to demonstrate or gain proficiency in the use of hospital computer systems including TrakCare, PAS, and Badgernet - Understanding of NHS structures, terminology and governance processes ### Experience **Essential** - Experience coordinating complex information, preparing reports, and supporting decision-making through high-quality administrative processes. - Proven experience in administration management demonstrating initiative, reliability and the ability to support others effectively. - Experience of being a secretary or personal assistant, providing support to senior staff or teams **Desirable** - Experience of managing staff - Experience working within a healthcare, public sector or similarly complex organisational environment. ### Qualifications **Essential** - GCSE grade C or above (or equivalent) for literacy and numeracy - Educated to Diploma/Degree level or aspiration to study **Desirable** - Keyboard skills equivalent to RSA III ### Personal Attrbutes **Desirable** - Enthusiastic and self-aware - Team Focused, adaptable and dependable - Creative and flexible, with a problem-solving approach - Resilient under pressure and able to manage interruptions while maintaining accuracy ## Documents - [why work for us - rewards and benefits (pdf, 3.7mb)](https://www.healthjobsuk.com/documents?edoc=2952) - [divisional personal assistance & patient safety administrator job description and person specification (pdf, 320.4kb)](https://www.healthjobsuk.com/documents?vdoc=10366181) ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.