# Personal Assistant > NHS job listing from Job Clerk for Sussex Partnership NHS Foundation Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/personal-assistant/c33247b3-efca-4093-89a3-72a4d14f7113 - **Markdown:** https://www.jobclerk.com/job/personal-assistant/c33247b3-efca-4093-89a3-72a4d14f7113.md ## Summary - **Status:** Live - **Employer:** Sussex Partnership NHS Foundation Trust - **Town:** Worthing - **Region:** South East - **Country:** England - **Profession:** Administrative and IT - **Grade:** Band 4 - **Salary:** £28,392 - £31,157 Per annum - **Contract type:** Fixed term: 12 months (FTC to cover Mat Leave) - **Employment type:** Full time - 37.5 hours per week (Mon - Fri, 9-5 or 8-4) - **Closing date:** 2026-07-29T23:59:00.000Z - **Posted:** 2026-07-15T07:21:42.357Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/West_Sussex/Hove/Sussex_Partnership_NHS_Foundation_Trust/Administration/Administration-v8155959 - **Application URL:** https://apps.trac.jobs/job-advert/8155959?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.sussexpartnership.nhs.uk ## Job Content ### Job overview We are seeking a highly organised and proactive Personal Assistant to provide comprehensive administrative and secretarial support to General Manager(s) within Operational Services. This key role involves managing complex diaries, coordinating meetings, preparing high-quality documents and minutes, and acting as a first point of contact for a wide range of stakeholders, including staff, service users and carers. You will also support office systems, assist with projects, and help ensure the smooth day-to-day running of the team. The ideal candidate will have significant experience supporting senior managers, excellent communication and organisational skills, and strong knowledge of Microsoft Office. You will be able to work independently, manage competing priorities, and handle sensitive information with professionalism and discretion. Experience within the NHS or public sector is desirable. ### Main duties of the job ### Main Duties - Provide comprehensive personal assistant and administrative support to the General Manager(s) and team - Manage complex diaries, appointments, and correspondence - Act as a first point of contact, handling enquiries professionally and sensitively - Prepare and produce high-quality documents, including reports, agendas and meeting minutes - Organise and support meetings and events, including logistics and follow-up actions - Maintain and develop efficient office systems and records - Support project work, including data collection and spreadsheets - Supervise and support administrative staff and oversee office operations - Manage basic financial tasks, including ordering and invoice processing - Ensure all work is delivered with confidentiality, accuracy, and professionalism ### Detailed job description and main responsibilities The Personal Assistant will provide a comprehensive, proactive and confidential administrative and secretarial service to the General Manager(s) and associated care group team. The post holder will play a key role in ensuring the effective organisation and smooth running of operational services, working both independently and collaboratively across teams. ### Personal Assistant Support - Provide a high-quality personal assistant service to the General Manager(s), including managing complex diaries, appointments and schedules - Act as a first point of contact, handling telephone, email and face-to-face enquiries professionally, including sensitive contact with service users, carers and external stakeholders - Manage incoming correspondence, including screening emails and prioritising urgent matters, drafting routine responses as appropriate - Produce accurate, high-standard documents including reports, correspondence, agendas and minutes in line with Trust standards - Service meetings, including organising logistics, preparing documentation, taking minutes and tracking actions - Coordinate events, meetings and workshops, including venue booking, catering, equipment and delegate materials - Support the General Manager(s) with project work, research, data collection and presentation materials - Maintain strict confidentiality and professionalism at all times ### Office Administration and Team Support - Develop, maintain and improve effective office systems, including filing, record management and administrative processes - Supervise and support administrative and secretarial staff, including allocation of work, induction, and involvement in appraisal and recruitment processes - Contribute to the standardisation and improvement of administrative practices across the service - Maintain accurate staff and personnel records, including sickness absence reporting systems - Monitor and maintain clinical and service data systems, ensuring records are accurate and up to date - Support the implementation and development of policies, procedures and administrative systems ### Financial and Resource Management - Raise purchase orders and support invoice processing and monitoring using Trust systems - Order and maintain office supplies and resources for the team - Ensure financial processes are followed in line with Trust procedures ### General Responsibilities - Manage workload proactively, prioritising competing demands and working independently when required - Participate in team meetings, supervision, appraisal and personal development planning - Contribute to a positive, professional and efficient team environment - Comply with all Trust policies, including safeguarding, confidentiality, health and safety, and equality and diversity - Support a culture of high performance, continuous improvement and excellent service delivery ## Person Specification ### Qualifications **Essential** - Good standard of secondary education; GCSE at Grade C or above - Recognised typing and word processing qualifications - RSA 3 or equivalent experience and evidence of further practical experience ### Knowledge/Experience **Essential** - Extensive previous experience of working as a Personal Assistant to a senior manager - Sound knowledge of Microsoft Word and Outlook - Experience of maintaining office systems - Experience of dealing with confidential and sensitive issues with tact and diplomacy ## Documents - [privacy notice (pdf, 127.7kb)](https://www.healthjobsuk.com/documents?edoc=2254) - [band 4 personal assistant (pdf, 250.3kb)](https://www.healthjobsuk.com/documents?vdoc=10456190) ## 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.