Personal Assistant

Job overview

An exciting vacancy is available at Blackpool Teaching Hospitals for a Band 4 administrative professional to join the team in a pivotal support role. Based within the Trust, this position provides efficient and professional administrative assistance to help ensure smooth day-to-day operations. The successful candidate will play an integral part in supporting service delivery, maintaining office systems, and coordinating various activities across the team.

This role is ideal for a proactive and adaptable individual who can manage multiple priorities, work accurately under pressure, and communicate effectively with colleagues at all levels. The post holder will be expected to use their initiative, handle sensitive or confidential information with discretion, and consistently provide high-quality support in a busy environment.

Key responsibilities include coordinating meetings, preparing documents and correspondence, maintaining accurate records, and liaising with both internal departments and external partners. A keen eye for detail, strong organisational skills, and a commitment to delivering a responsive and reliable service are essential for success.

This opportunity is perfect for someone seeking to further their administrative career within the NHS, offering valuable experience in a varied and rewarding role while contributing to the delivery of high-quality services for patients, staff, and the wider organisation.

Main duties of the job

• The Personal Assistant will provide a comprehensive, confidential and proactive administrative support service to the Deputy Chief Medical Directors, ensuring the smooth running of daily office activity and enabling senior leaders to focus on strategic and operational priorities. The post holder will manage diaries, coordinate meetings and events, prepare high-quality correspondence and reports, act as a professional first point of contact for enquiries, and maintain effective communication with staff, stakeholders and external agencies. The role also includes taking formal minutes, monitoring follow-up actions, supporting office systems and processes, and providing flexible administrative cover across the wider Chief Medical Director’s Office as required

Please note this role will not be eligible for sponsorship as it doesn't meet the minimum salary requirements for a skilled worker visa, therefore you must have appropriate right to work in the UK or your application will not be progressed to the next stage of Recruitment.

Detailed job description and main responsibilities

The post holder will deliver a high-quality personal assistant and secretarial service, maintaining strict confidentiality and demonstrating professionalism, diplomacy and discretion at all times. Responsibilities include managing complex diaries and arranging appointments to ensure the effective use of senior leaders’ time; organising meetings, interviews, visits and events; preparing agendas, papers, presentations, reports and correspondence to a high corporate standard; and handling incoming telephone calls, emails, post and enquiries using initiative and sound judgement. The role requires the post holder to attend meetings, take and transcribe formal minutes, distribute actions and follow up outstanding matters, while also maintaining effective office systems, contact lists and document management processes. Additional duties include arranging 1:1 meetings, processing expenses, invoices and purchase orders, liaising with internal support services such as IT, Estates and Security, welcoming visitors professionally, and providing administrative support and cross-cover to the wider Chief Medical Director’s Office and Executive Medical Directorate administration team. The post holder is also expected to contribute to service improvement within their area, follow Trust policies and procedures, and support high standards of quality, confidentiality, equality, safeguarding and corporate compliance in all aspects of the role