Job summary
The Facilities team are an essential support service to the hospital, providing housekeeping, catering, portering and non-emergency patient transport to all sites across UHD. We are looking for an administrator to support all these areas, and to provide personal assistant support to the Head of Operations and Facilities.
The role will include range of tasks, including diary management, event organisation, minute taking, communicating across the facilities team and supporting with ESR and Health Roster.
Interview Date: 12th November 2025
Main duties of the job
The post holder provides full administrative, secretarial and personal assistant support primarily to the Head of Operations and Facilities and also supports the Facilities Directorate Manager.
Other support will be provided to the management team within Facilities when required including communications, information distribution, compliance with governance.
The job holder will take and distribute actions/minutes from meetings within Facilities on a regular basis.
About us
Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.
UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme.
This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions at interview.
Please note if a role or service relocates as part of a planned move, excess mileage will not be reimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under relevant Trust or national terms and conditions.
This post is part of the Operational Estates service that UHD may transfer to an NHS 'wholly owned subsidiary'; the proposed date of transfer is October 2025. This is an exciting opportunity to join a developing, expanding, organisation with a strong commitment to NHS values and putting patients first. The NHS wholly owned subsidiary will continue to offer NHS AFC T&Cs to current employees who transfer in October as well as to new employees recruited after that date.
Job description
Job responsibilities
The post holder provides full administrative, secretarial and personal assistant support primarily to the Head of Operations and Facilities and also supports the Facilities Directorate Manager.
Other support will be provided to the management team within Facilities when required including communications, information distribution, compliance with governance.
The job holder will take and distribute actions/minutes from meetings within Facilities on a regular basis.
Job description
Job responsibilities
The post holder provides full administrative, secretarial and personal assistant support primarily to the Head of Operations and Facilities and also supports the Facilities Directorate Manager.
Other support will be provided to the management team within Facilities when required including communications, information distribution, compliance with governance.
The job holder will take and distribute actions/minutes from meetings within Facilities on a regular basis.
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above in English and Maths
- Vocational level 3 in administration or equivalent experience
Experience
Essential
- Recent experience of working as PA/Secretary
- Experience of minuting meetings, either face-to-face or virtually
- Recent experience of working as part of a team
Technical Skills
Essential
- Evidence of organisational skills
- Ability to prioritise, deal with conflicting demands, pressures and tight deadlines
Desirable
- NHS Electronic Staff Record
- Allocate e-Rostering
- eProc procurement system
Knowledge
Essential
- In depth knowledge of Microsoft 365 (including Excel, Word and Outlook)
Desirable
- Knowledge of hospital computer systems
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above in English and Maths
- Vocational level 3 in administration or equivalent experience
Experience
Essential
- Recent experience of working as PA/Secretary
- Experience of minuting meetings, either face-to-face or virtually
- Recent experience of working as part of a team
Technical Skills
Essential
- Evidence of organisational skills
- Ability to prioritise, deal with conflicting demands, pressures and tight deadlines
Desirable
- NHS Electronic Staff Record
- Allocate e-Rostering
- eProc procurement system
Knowledge
Essential
- In depth knowledge of Microsoft 365 (including Excel, Word and Outlook)
Desirable
- Knowledge of hospital computer systems
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
