Job summary
Are you an experienced administrator or personal assistant looking for your next challenge in a rewarding healthcare environment?
We have an exciting opportunity for a highly organised and proactive Personal Assistant (PA) to join our friendly and supportive Womens Services team within the Children, Young People and Families Directorate. This is a vital role, providing comprehensive administrative support to our Head of Service and Gynaecology Matron.
This post is ideal for someone who thrives in a fast-paced environment, has excellent attention to detail, and enjoys supporting senior leaders with a range of administrative and secretarial duties.
Main duties of the job
- Provide efficient and professional PA support including diary management, meeting coordination and correspondence.
- Take accurate minutes and action notes at key meetings, ensuring timely distribution.
- Act as a key point of contact across the Directorate, managing communication with internal and external stakeholders.
- Support recruitment and workforce reporting activities as required by the Head of Service or Matron.
- Organise events and workshops, including booking venues, preparing presentations and managing practical arrangements.
- Maintain spreadsheets, databases and filing systems in accordance with Trust standards
About us
At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:
- Flexible working options to help you balance work and life
- NHS pension scheme for long-term financial security
- Generous annual leave allowance to recharge and relax
- A strong focus on career development to help you grow and achieve your potential
Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.
We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.
Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.
The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.
Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.
Job description
Job responsibilities
This PA role is central to supporting the effective functioning of the senior leadership team in Women's Services.
The successful candidate will:
- Act as Personal Assistant to both the Head of Women's and Sexual Health Services and the Matron for Gynaecology, managing diaries, coordinating meetings, preparing agendas and transcribing accurate minutes.
- Be responsible for circulating timely and professional communications and acting as a liaison between teams and external partners.
- Maintain confidentiality at all times, ensuring all sensitive information is handled and stored appropriately.
- Support operational functions including recruitment paperwork, leave management, and finance-related tasks such as processing timesheets and expense claims.
- Be confident working independently, using initiative to prioritise tasks and respond flexibly to the demands of the service.
- Use Microsoft Office and Trust systems confidently and accurately to carry out administrative and data management tasks.
- Organise events, training sessions, and workshops from planning through to on-the-day delivery.
- Participate in regular team meetings, service improvement projects and audit/data collection when needed.
Please see the attached job description for full duties
Job description
Job responsibilities
This PA role is central to supporting the effective functioning of the senior leadership team in Women's Services.
The successful candidate will:
- Act as Personal Assistant to both the Head of Women's and Sexual Health Services and the Matron for Gynaecology, managing diaries, coordinating meetings, preparing agendas and transcribing accurate minutes.
- Be responsible for circulating timely and professional communications and acting as a liaison between teams and external partners.
- Maintain confidentiality at all times, ensuring all sensitive information is handled and stored appropriately.
- Support operational functions including recruitment paperwork, leave management, and finance-related tasks such as processing timesheets and expense claims.
- Be confident working independently, using initiative to prioritise tasks and respond flexibly to the demands of the service.
- Use Microsoft Office and Trust systems confidently and accurately to carry out administrative and data management tasks.
- Organise events, training sessions, and workshops from planning through to on-the-day delivery.
- Participate in regular team meetings, service improvement projects and audit/data collection when needed.
Please see the attached job description for full duties
Person Specification
Qualifications
Essential
- Relevant qualification to NVQ3 or RSA3 secretarial/administrationNumerate and Literate to GCSE level or equivalent
Desirable
- Evidence of continuing personal/professional development
Experience
Essential
- Minimum experience of 2 years in a secretarial/administrative role.Experience of using IT systems i.e. Microsoft Word, Excel, PowerPoint.Excellent keyboard skills.Experience of working within an environment where there are conflicting priorities/ deadlines.Experience of successfully working with multiple tasks.Experience of electronic diary management.Experience in note taking at formal meetings
Desirable
- Previous experience working in the NHS.Experience of using IT systems relating to the NHS.
Additional Criteria
Essential
- Ability to communicate effectively in English, face-to-face, and in written form. Ability to present information.Ability to take accurate minutes at meetings and maintain accurate records.Good customer care skills.Accuracy and attention to detailAbility to travel to community meetings and training as required.Emotionally aware of self and use this in a positive manner.Demonstrate behaviours that support the Trust Values/leadership behaviours and also be prepared to challenge unacceptable behaviour that does not meet Trust values/leadership behaviours.Demonstrate respect for confidentiality at all times.
- Proven experience of successfully working in a team environment
Person Specification
Qualifications
Essential
- Relevant qualification to NVQ3 or RSA3 secretarial/administrationNumerate and Literate to GCSE level or equivalent
Desirable
- Evidence of continuing personal/professional development
Experience
Essential
- Minimum experience of 2 years in a secretarial/administrative role.Experience of using IT systems i.e. Microsoft Word, Excel, PowerPoint.Excellent keyboard skills.Experience of working within an environment where there are conflicting priorities/ deadlines.Experience of successfully working with multiple tasks.Experience of electronic diary management.Experience in note taking at formal meetings
Desirable
- Previous experience working in the NHS.Experience of using IT systems relating to the NHS.
Additional Criteria
Essential
- Ability to communicate effectively in English, face-to-face, and in written form. Ability to present information.Ability to take accurate minutes at meetings and maintain accurate records.Good customer care skills.Accuracy and attention to detailAbility to travel to community meetings and training as required.Emotionally aware of self and use this in a positive manner.Demonstrate behaviours that support the Trust Values/leadership behaviours and also be prepared to challenge unacceptable behaviour that does not meet Trust values/leadership behaviours.Demonstrate respect for confidentiality at all times.
- Proven experience of successfully working in a team environment
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.
