Personal Assistant

Job summary

We are seeking an efficient, organised personal / executive assistant to join our corporate governance team supporting the Executive Directors, Trust Board, Committee and Sub-committee meetings as well as the wider governance and assurance agenda.

This is a part-time role that will work as a job-share with the substantive post-holder for 12 months Fixed Term Contract in the first instance for 2.5 days per week (18.75 hrs).

The start date will be early March 2027.

Main duties of the job

As a Personal Assistant, you will provide a high standard of administrative and secretarial support to the Executive Directors enabling efficient operation of their portfolios whilst always ensuring the utmost confidentiality at all times.

You will have effective planning, organisation and communication skills and will be responsible for ensuring pro-active and responsive daily management of diaries, emails, phones calls and other correspondence.

You will provide secretariat for key meetings and committees (both virtual and in person) producing minutes and summary notes, managing action trackers, agreeing agendas, collating and distributing papers to required timescales, noting apologies / attendance and responding to associated enquiries.

You will have the ability to work independently using high levels of discretion, judgement and critical analysis. Part of this fast-paced role will require the post holder to be an effective communication link between internal and external stakeholders.

As a Personal Assistant, you will be expected to adopt a flexible approach to suit the variable and developing workload in the Corporate Office, and there will be times when you will be required to work at other locations.

About us

We are a provider of NHS Community Health Services, CityCare exists to support the health and wellbeing of all local people, working alongside other health and care partners to achieve this. We are a value driven, people business with a passion for excellence. Our vision and social purpose is to make a difference everyday to the health & wellbeing of our communities and our values of kindness, respect, trust and honesty lie at the heart of everything we do, guiding how we work together with partners and each other to consistently deliver high quality compassionate care. As a social enterprise we aim to add social value by investing in the future of our local communities and helping to make a difference in peoples lives.

CityCare value the benefits of a diverse and inclusive workforce. We encourage applications from candidates who identify as disabled, LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are currently under-represented within our organisation.

We are proud to be a forces-friendly organisation and are dedicated to supporting Veterans, Service Leavers, Reservists, and military spouses/partners. We value the unique skills and contributions you bring.

CityCare is an equal opportunities employer. We are positive about employing people with disabilities. If you require your application in a different format please contact People Services on ncp.recruitment@nhs.net . CityCare is committed to the protection of vulnerable adults and children.

Details

• Date posted: 28 September 2026
• Pay scheme: Agenda for change
• Band: Band 5
• Salary: £32,073 to £39,043 a year pro rata for part time
• Contract: Fixed term
• Duration: 12 months
• Working pattern: Part-time
• Reference number: B9826-PGCE-6564
• Job locations: Aspect House, Aspect Business Park, 26 Bennerley Road, Bulwell, Nottinghamshire, NG6 8WR, United Kingdom

Job responsibilities

Dimensions

• Be committed to working and engaging constructively with internal and external stakeholders on a range of issues.
• Nurture key relationships and monitor networks internally and externally.
• Present a professional, welcoming and helpful image to staff, other organisations and the public.
• Be aware of the complex, potentially contentious and highly sensitive environment in which the Executive Directors operate to ensure the effective and appropriate use of their time through prioritising appointments, dealing with correspondence and dealing with staff, both internal and external.
• Develop and maintain close collaboration and co-operation with the wider Executive Team, working at all times to achieve set standards.
• Ensure all communication is dealt with in a timely, efficient manner and that deadlines are met, taking action, where appropriate, in the absence of the Executive Directors.
• Produce correspondence, reports, and other documents to a high standard and with due respect for confidentiality and corporate style being highly proficient with the Microsoft suite of products.

Key Responsibilities

Analytical and Practical Judgement

• Provide and receive, sensitive and contentious information/complex facts which require the analysis, interpretation and comparison of a range of options and make judgements based on the information/facts.
• Deal with sometimes complex enquiries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. On occasions this may involve handling a caller who is upset or aggressive.
• Undertake/support specific project and ad hoc work on behalf of the Executive Directors and/or the Executive Assistant as required.

Planning and Organisation

• Manage the Executive Directors diaries, coordinating and prioritising appointments, highlighting changing priorities, emphasising areas of concern/potential conflict and ensuring that there is effective communication to all relevant parties and to make all necessary arrangements, including travel.
• Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up actions and giving position statements prior to meetings taking place.
• Manage all incoming and outgoing mail on behalf of the Executive Directors. To distribute mail for action, prepare draft responses, follow up action and make a record of any actions taken.
• To review and where appropriate, action all incoming email on behalf of the Executive Directors in a timely manner.
• To service and minute the meetings of the Boards Committees ensuring that the minutes and papers are issued in a timely manner and in accordance with CityCares governance processes.
• Maintain efficient forward planning and follow up systems, ensuring that responses are received, and deadlines met.
• Drafting presentations.
• Provide cover for colleagues during periods of absence and annual leave.
• Ensure the Executive Directors are fully briefed on events and scenarios as they arise, determining the priority of the issues and obtaining and collating the information needed to enable them to make informed decisions.

Policy and Service Development

• Propose changes to own work to ensure it aligns to the work of Executive Directors for the enhancement of service delivery.

Financial and Physical Resources

Ensure that levels of stationery/office supplies are maintained in order that the office can run smoothly at all times.

Human Resources

• Ensure that HR and pay related processes and schedules are followed at all times. This includes the notification of staff changes, leavers and absence information for the Executive Directors teams.
• Work closely with the immediate team and others to contribute to the continuous development of working methods and standards.

Information Systems

• Ensure that all documentation (manual and digital) is efficiently and effectively dealt with including operating a forward planning system.
• Maintain and continually contribute to the development of office systems and procedures to ensure efficient and effective support.
• Take and transcribe formal meeting minutes and update the electronic meeting record system.
• Develop and maintain comprehensive filing systems, both paper and electronic, ensuring efficient and effective retrieval of documents, and systems that are catalogued and accessible.

Other Role Specific Duties

• To work flexibly, including occasional instances of work prior to the start of the day or after the end of the normal working day if required
• Able to work at other locations if required.
• Conduct any other reasonable duties commensurate with the role and requested by an Executive Director.
• Demonstrate the values and behaviours of the organisation at all times.
• Act as an ambassador for Nottingham CityCare Partnership at all times.

Learning and Development

• Attend statutory and essential training updates as required.
• Undertake training as necessary in line with the development of the post and as agreed with the Executive Assistant/Corporate Office Manager as part of the personal development process.
• Identify own learning needs and jointly plan training requirements.
• Participate in CityCares appraisal process to discuss how your role will help deliver the best possible care to our patients.