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Job overview
We are seeking an organised and proactive Band 3 Personal Assistant to provide confidential administrative and PA support to Chaplaincy, Research and Audit services within the Therapeutics and Palliative Care Directorate.
The role involves diary management, meeting coordination, correspondence and day‑to‑day administrative support, working closely with service leads across acute and community settings.
Main duties of the job
Provide comprehensive personal assistant and administrative support to leadership teams within Chaplaincy, Research and Audit services.
Manage diaries, emails and correspondence, acting as a first point of contact and prioritising issues appropriately.
Organise and support virtual and face‑to‑face meetings, including agenda preparation, minute‑taking and follow‑up actions, often involving confidential or sensitive information.
Coordinate recruitment, induction and workforce administration, including ESR updates, mandatory training monitoring and recruitment processes.
Arrange and support events, interviews, training days and conferences, including venue bookings, equipment and attendance records.
Maintain accurate electronic and paper filing systems, databases and service records, ensuring data protection and confidentiality are upheld.
Produce reports, service bulletins and other documentation to support governance, audit, research and service delivery.
Provide flexible administrative cover within the team and contribute to service improvement and modernisation of administrative processes.
Detailed job description and main responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person specification
Experience
Essential
- Experience of working with multi-disciplinary teams.
- Good knowledge of secretarial and administrative procedures in a large organisation.
- Experience of minute taking.
- Experience of Microsoft office packages especially Outlook, Word, Excel, PowerPoint and OneNote.
- Experience of working with a variety of IT systems and databases.
- Experience of working in a busy environment.
- Experience of diary management.
Desirable
- Relevant PA and secretarial experience
- Experience of working within a healthcare setting OR large complex organisation.
- Experience of using electronic stock ordering systems such as Integra Web basket.
- Experience of administratively coordinating training events and conferences
Qualifications
Essential
- GCSE 5-9 (or equivalent) in English
- RSA III/ OCR III or equivalent in Word Processing/typing OR equivalent PA qualification OR equivalent experience
Personal Qualities
Essential
- 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.
- Calm approach to changing work situations.
- Commitment to upholding the Trust’s PROUD values: Patients first, respectful, ownership, unity, and delivery.
Special Skills/Aptitudes
Essential
- Excellent verbal communication skills in virtual, telephone, and face-to-face contexts, and with colleagues of all backgrounds
- Excellent written communication skills, with the ability to present written information in a clear manner, demonstrating attention to detail.
- Excellent organisational skills and the ability to multitask and prioritise workload to meet deadlines.
- A good understanding of confidentiality and commitment to upholding confidentiality principles.
- Ability to deal professionally with enquiries from staff, academics, members of the public, and colleagues.
- Ability to work independently with minimal supervision.
- Ability to work fast and efficient.
- Ability to work as part of a team.
- Ability to be flexible and sensitive and able to cope with the changing needs of the role.
- Ability to prioritise effectively, including when working to tight deadlines.
Desirable
- Experience of producing reports for use by colleagues throughout the organisation.
- Knowledge of medical terminology.
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Applying for this NHS job
This advert is for Personal Assistant (Chaplaincy, Research and Audit) with Sheffield Teaching Hospitals NHS Foundation Trust in Sheffield, North East and Yorkshire, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £25,760 - £27,476 per annum pro rata for part time staff. The contract type is Fixed term: 18 months (All existing NHS staff will only be considered on a secondment basis.). The application deadline is 09 Jul 2026.
Before you apply, compare the job description with the person specification and mirror the employer's essential criteria in your supporting information. Use the vacancy title, employer, location, salary, contract type, closing date and posted date (25 Jun 2026) to decide whether this role fits your current NHS job search. If the employer can close applications early, prepare the application before the stated deadline rather than waiting for the final day.
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