Personal Assistant Band 4

Job details

• Branch: Belfast HSCT
• Location: Trust Headquarters
• Salary: Band 4 (£27,485 - £30,162)
• Contract Type: Permanent
• Opening Date: 24/09/26
• Closes: Thu, 08 October 2026 @ 4:30 PM
• Interview Dates: To Be Confirmed

Notes

We accept online applications only. A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week. Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website.

JOB DESCRIPTION

POST: Personal Assistant

LOCATION: Trust Headquarters,

Royal Group of Hospitals Site

BAND: Band 4

REPORTS TO: Office Manager/Business Support Manager

RESPONSIBLE TO: Head of Office

Job Summary / Main Purpose

To provide support to the Executive Team in an efficient, effective and high quality manner and to act as a conduit amongst senior management team staff. The post holder will be accountable to Executive Team while reporting to the Business Support Manager and will be responsible for the coordination of their workload, and for ensuring necessary follow up action and deadlines are met.

Main Duties / Responsibilities

Responsible for the organization and provision of personal assistant duties and support to the Executive Team. This will include, diary management, dictation, minute taking, word processing, mail management, file maintenance and the preparation of papers, reports, briefings etc.

Establishment of office procedures and the creation of a filing system for the office in line with Records Management requirements.

Research, collation and presentation of information and reports as necessary.

Taking appropriate action in relation to mail, telephone and other enquiries to the Executive Team ensuring effective messaging and “bring forward” systems are in place and that the necessary follow up action is undertaken.

Drafting correspondence and reports on behalf of the Executive Team.

Service all meetings including the preparation and timely issue of agenda and papers, production of minutes and progression of business.

Responsible for initiating and follow up action arising from various meetings arranged by the Executive Team

Maintain effective working relationships and appropriate communication networks with key stakeholders both internal and external to the Trust, and present a professional image appropriate to the office of the Executive Team.

Deal with the receipt, distribution and action of all mail and correspondence.

Liaise with the Department of Health, Social Services and Public Safety and other external agencies. Maintain the diaries of the Executive Team, make appointments and arrange meetings as required.

Provide administrative and secretarial support to the senior management team.

This job description is subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the post holder works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time by other Senior HQ staff.

General Responsibilities

Employees of the Trust are required to promote and support the mission and vision of the service for which they are responsible and:

At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner.

Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them.

Comply with the Trust’s Smoke Free Policy.

Carry out their duties and responsibilities in compliance with the Health and Safety Policies and Statutory Regulations.

Adhere to Equality and Good Relations duties throughout the course of their employment.

Ensure the ongoing confidence of the public in-service provision.

Maintain high standards of personal accountability.

Comply with the HPSS Code of Conduct.

Information Governance

All employees of Belfast Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Belfast Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004, the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Employees are required to be conversant and to comply with the Belfast Health and

Social Care Trust policies on Information Governance including for example the ICT Security Policy, Data Protection Policy and Records Management Policy and to seek advice if in doubt.

For further information on how we use your personal data within HR, please refer to the Privacy Notice available on the HUB or Your HR

Environmental Cleaning Strategy

The Trusts Environmental Cleaning Strategy recognizes the key principle that “Cleanliness matters is everyone’s responsibility, not just the cleaners” Whilst there are staff employed who are responsible for cleaning services, all Trust staff have a responsibility to ensure a clean, comfortable, safe environment for patients, clients, residents, visitors, staff and members of the general public.

Infection Prevention and Control

The Belfast Trust is committed to reducing Healthcare associated infections (HCAIs) and all staff have a part to play in making this happen. Staff must comply with all policies in relation to Infection Prevention and Control and with ongoing reduction strategies. Standard Infection Prevention and Control Precautions must be used at all times to ensure the safety of patients and staff.

This includes:-

Cleaning hands either with soap and water or a hand sanitiser at the appropriate times (WHO ‘5 moments’);

Using the correct ‘7 step’ hand hygiene technique;

Being ‘bare below the elbows’ when in a clinical environment;

Following Trust policies and the Regional Infection Control Manual (found on intranet);

Wearing the correct Personal Protective Equipment (PPE);

Ensuring correct handling and disposal of waste (including sharps) and laundry;

Ensuring all medical devices (equipment) are decontaminated appropriately

i.e. cleaned, disinfected and/or sterilised;

Ensuring compliance with High Impact Interventions.

Values

The Belfast Trust aims to recruit staff not only with the right skills but also with the right values to ensure the delivery of excellent patient care and experience. Staff will be expected to be committed to provide safe, effective, compassionate and person centred care by:-

Treating Everyone with Dignity and Respect

Displaying Openness and Trust

Being Accountable

Being Leading Edge

Maximising Learning and Development

By embedding the above values, we will make a significant contribution to the delivery of the Trust’s Vision.

Personal Public Involvement

Staff members are expected to involve patients, clients, carers and the wider community were relevant, in developing, planning and delivering our services in a meaningful and effective way, as part of the Trust’s ongoing commitment to Personal Public Involvement (PPI).

Please use the link below to access the PPI standards leaflet for further information.

http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf

Clause: This job description is not meant to be definitive and may be amended to meet the changing needs of the Belfast Health and Social Care Trust.

PERSONNEL SPECIFICATION

JOB TITLE AND BAND: Personal Assistant for Chief Executive’s Office Band 4

DEPT / DIRECTORATE: Trust Headquarters, Non-Clinical Support Building, RVH

Notes to applicants

You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.

Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. Please note the Trust reserves the right to use any desirable criteria outlined in Section 3 at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria.

Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

ESSENTIAL CRITERIA

The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage.

You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor

Criteria

Method of

Assessment

Experience

Qualifications

Registration

HNC / HND or equivalent / higher qualification in an administrative related field AND 2 years’ experience in a clerical / administrative role

OR

4 GCSEs at Grades A-C / 4-9 including English or English Language (excluding English Literature) and Math or equivalent / higher qualification AND 3 years’ experience in a clerical / administrative role

OR At least 3 years’ experience as a personal assistant/secretary to include experience of diary management, servicing meetings and minute taking

AND

Hold RSA Stage 2 Typing and/or Audio Typing or 12 months typing experience, to include the use of Microsoft packages (Eg Word, Excel), typing of reports, formatting & circulation of correspondence.

Shortlisting by

Application Form

Knowledge,

Skills,

Abilities

Excellent communication, organisational and time management skills

Proven ability to exercise good judgement, initiative and discretion

Ability to communicate effectively

High level word processing, excel and

PowerPoint skills and

High level minute taking to include quick turnaround of same

And

Interview

DESIRABLE CRITERIA

Desirable criteria will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these. Failure to do so may result in you not being shortlisted.

Method of Assessment

The ability to support the team through complex issues

The ability to prioritise emerging issues

NOTE

Where educational/professional qualifications form part of the criteria you will be required, if shortlisted for interview, to produce original certificates, and one photocopy of same, issued by the appropriate authority. Only those certificates relevant to the shortlisting criteria should be produced. If educational certificates are not available, an original letter and photocopy of same detailing examination results from your school or college will be accepted as an alternative.

If successful, you will be required to produce documentary evidence that you are legally entitled to live and work in the United Kingdom. This documentation can be a P45, Payslip, National Insurance Card or a Birth Certificate confirming birth in the United Kingdom or the Republic of Ireland. Failure to produce evidence will result in a non-appointment.