Job summary
B5 EXECUTIVE PA
to the Chief Operating Officer (Local Services) and the Chief Financial Officer
Base: Armstrong Way, Southall, UB2 4SD with free on-site parking, but may move to central Ealing in 2026
"Be the trusted right hand at the heart of NHS leadership, ensuring our executives can focus on delivering outstanding care."
The ideal candidate will be an experienced PA, approachable and confident with outstanding communication and organisational skills and lots of initiative. A commitment to working in the healthcare environment is essential.
Responsibilities include :
To manage the Executive electronic diaries as required, ensuring that various commitments are arranged and prioritised to achieve effective time-management.
To deal with communications in and out of the Execs office and liaise with senior staff in the trust and in partner organisations
To assist in the HR management of the Exec's line reports with regards to using health roster, planning leave, recording working patterns etc
To organise and minute meetings, some at Committee level, including:
- preparing and circulating the agenda with minutes & other supporting documents
- minuting and typing the minutes within reasonable timescales
- produce and following up action logs
- Undertake any actions arising from the meeting
To manage a system of ordering and signing off procurement notices
To be a flexible member of the Executive PA team providing cross cover as needed
Main duties of the job
The Trust provides excellent opportunities for training and development and this post would be ideal for someone with NHS administrative experience looking for the next stage in their career development or a recent graduate who is looking to develop an interest in working in the NHS.
Annual Leave starts at 27 days a year plus bank holidays.
Flexible working
NHS Pension
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person Specification
QUALIFICATIONS
Essential
- Diploma in administration, business or management or equivalent relevant qualifications and/or significant experience in an administrative or management role for at least 5 years
Desirable
- Degree in administration, business or management
EXPERIENCE
Essential
- Wide ranging admin/secretarial experience including PA experience, diary management, agenda planning, minute taking and report writing.
- PA experience at senior management level
- Highly competent user of MS Office Word, Excel, PowerPoint; Email (Outlook), internet & Intranet and AI administration tools.
- Experience of using large databases or waiting list data
- Arrangng bookings for: conferences, large meetings, workshops and travel
- Diary management and administering meetings including preparation of agendas, minute taking / transcribing, preparation of action log and forward planner.
- Using initiative and problem solving/improving office systems and procedures and utilising AI tools as appropriate
Desirable
- Experience gained in a Healthcare setting
- Database searching/search engines
- NHS patient information systems
- Experience of using HealthRoster
- Preparing/editing web page content
- Experience of working with partners in the health and social care systems
- Using Team Engine for meeting agenda planning
Knoweldge
Essential
- Knowledge of and proficient in wide range of office systems and procedures
- Understanding of confidentiality and information governance
Desirable
- Basic understanding and sensitivity of mental health issues
- Familiarity with some of the current context/issues in health care
- Basic knowledge of business planning, budgets and financial procedures
Person Specification
QUALIFICATIONS
Essential
- Diploma in administration, business or management or equivalent relevant qualifications and/or significant experience in an administrative or management role for at least 5 years
Desirable
- Degree in administration, business or management
EXPERIENCE
Essential
- Wide ranging admin/secretarial experience including PA experience, diary management, agenda planning, minute taking and report writing.
- PA experience at senior management level
- Highly competent user of MS Office Word, Excel, PowerPoint; Email (Outlook), internet & Intranet and AI administration tools.
- Experience of using large databases or waiting list data
- Arrangng bookings for: conferences, large meetings, workshops and travel
- Diary management and administering meetings including preparation of agendas, minute taking / transcribing, preparation of action log and forward planner.
- Using initiative and problem solving/improving office systems and procedures and utilising AI tools as appropriate
Desirable
- Experience gained in a Healthcare setting
- Database searching/search engines
- NHS patient information systems
- Experience of using HealthRoster
- Preparing/editing web page content
- Experience of working with partners in the health and social care systems
- Using Team Engine for meeting agenda planning
Knoweldge
Essential
- Knowledge of and proficient in wide range of office systems and procedures
- Understanding of confidentiality and information governance
Desirable
- Basic understanding and sensitivity of mental health issues
- Familiarity with some of the current context/issues in health care
- Basic knowledge of business planning, budgets and financial procedures
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.
