PA/ Departmental Secretary, Band 4

Job summary

We're looking for a proactive and dependable departmental Secretary to oversee and support our inpatient therapy administrative function. You'll be responsible for ensuring the delivery of high-quality administrative support across the service. Working closely with the Assistant General Manager, you'll contribute to report production, staff onboarding, and the development of clear, effective processes. This is a dynamic role suited to someone with excellent communication skills and proven experience managing multiple priorities in a busy office environment. You'll need to be flexible, collaborative, and confident working both independently and as part of a wider team. IT capability to ensure proficient use of hospital computer systems, such as TrakCare, Health Roster, EPR, SharePoint is essential along with a strong working knowledge of Microsoft Office.

You should be comfortable producing high-quality minutes. In addition, you'll act as a central point of contact for internal and external partners, managing shared inboxes with accuracy and professionalism. You'll provide confidential administrative and clerical support to senior management and the clinical team, helping to ensure smooth day-to-day operations. If you're motivated, organised, and ready to make a meaningful impact in a fast-paced healthcare environment, we'd love to hear from you.

Additional contract details: Fixed term 12 month contract (From start of appointment)

Main duties of the job

- To provide a high quality secretarial and administrative service, including tasks requiring complex organisation or communication, associated with the Therapy Service management structure as outlined below.

- To use own initiative and work collaboratively with the departmental secretary at Cheltenham General Hospital to ensure effective secretarial and administrative support which is consistent across the trust wide therapy service (Occupational Therapy and Physiotherapy).

- Act as the central point of contact for inpatient therapy

- To take and distribute minutes when requested, to type and distribute agendas and papers to groups in an efficient and timely manner, taking follow-up action when required.

To set up meetings, arranging venues and ensuring availability of audio-visual aids, refreshments etc, and communicate them to all concerned in an efficient and timely manner.Work autonomously, prioritising own work.

See attached JD for more details

About us

Join a forward-thinking, compassionate, and high-performing integrated Therapy Service at Gloucestershire Hospitals NHS Foundation Trust. This is an exceptional opportunity for a passionate and skilled individual to make a meaningful impact within a supportive and collaborative environment, while developing a fulfilling career.

What sets the service apart is our strong multi-disciplinary team culture and collaborative working with other colleagues. You'll benefit from excellent professional development opportunities, including access to structured supervision and educational frameworks, and the chance to be involved in innovative service improvement projects that shape the future of care.

By choosing Gloucestershire Hospitals Therapy Service, you are joining a team that truly values its people. We are proud of our supportive and inclusive culture through our compassionate leadership and our ongoing investment in staff wellbeing and development.