Gloucestershire Health and Care NHS Foundation Trust

Personal Assistant

The closing date is 23 Medi 2025

Job summary

We are very excited to offer a rare opportunity for a highly experienced PA with enthusiasm to support our senior leadership countywide directorate. You must have significant experience as a PA, preferably with a Health Care provider, and be able to provide administrative oversight for all areas of the directorate but with specific PA responsibilities to the Service Director and three Deputy Service Directors.

As a merged and developing Mental and Physical Health Trust the Directorate is proud to offer a varied and broad portfolio demonstrating many of the benefits of the merger. The portfolio includes Dental, Sexual Health, SARC, Long Term Conditions, Therapies & Equipment Services, Homeless Health Care and CHPSS. While these services are very different the Directorate is proud to be able to demonstrate how they link together. The PA role is required to have a good understanding of the working models for each part of the Directorate and where necessary link with the administrators who support those services.

The successful candidate will have a proven track record of ensuring excellent administrative skills and the ability to plan, predict and respond to last-minute demands. You must be resilient, confident and innovative in your approach to problem solving and it is essential that the successful candidate has excellent people skills and is flexible and able to manage multiple tasks concurrently.

Main duties of the job

To provide comprehensive and efficient secretarial and personal assistant support ensuring the accurate and timely production of work to a high standard

Word processing, audio-typing, production of letters, documents, tables, presentations using Microsoft Office programmes (Word, PowerPoint and Excel in particular)

Setting up/using multi-media technology such as projectors and smartboards for meetings

Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

About us

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Date posted

10 Medi 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

327-25-762

Job locations

Invista

Ermin Street

Brockworth

GL3 4HP

Job description

Job responsibilities

Log and prioritise post, taking appropriate action and responding as required

Diary management using Microsoft Outlook

Assist in the organisation of meetings, conferences and workshops including typing agendas, arranging venues and hospitality and ensuring follow-up action is initiated and arranged

Maintaining accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information

Providing support in basic HR procedures such as recruitment and selection, annual leave, sickness absence collation and timesheets

Assist in collating tenders for the procurement of goods and services and ensuring that relevant documentation of the procedures are completed

Maintaining awareness of strategic developments within the Trust

Sourcing information for the manager/director on key initiatives/developments nationally and locally

Assist in the ordering and maintaining stationery stock, office equipment and other physical assets as required

Take minutes of meetings as required

Undertake any other appropriate duties as may be delegated from time to time

Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from the line manager

Acts in ways that; support equality and value diversity. Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity.

Provide Line Managing support to the Apprentice PA within the Directorate.

This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visithttps://www.gov.uk/browse/visas-immigration/work-visas

Job description

Job responsibilities

Log and prioritise post, taking appropriate action and responding as required

Diary management using Microsoft Outlook

Assist in the organisation of meetings, conferences and workshops including typing agendas, arranging venues and hospitality and ensuring follow-up action is initiated and arranged

Maintaining accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information

Providing support in basic HR procedures such as recruitment and selection, annual leave, sickness absence collation and timesheets

Assist in collating tenders for the procurement of goods and services and ensuring that relevant documentation of the procedures are completed

Maintaining awareness of strategic developments within the Trust

Sourcing information for the manager/director on key initiatives/developments nationally and locally

Assist in the ordering and maintaining stationery stock, office equipment and other physical assets as required

Take minutes of meetings as required

Undertake any other appropriate duties as may be delegated from time to time

Provide Line Managing support to the Apprentice PA within the Directorate.

Person Specification

Qualifications

Essential

NVQ Level 3 in administration or equivalent
Good literacy and numeracy skills
IT Microsoft Office knowledge and work based experience in Word, Excel, PowerPoint, Outlook and MS Teams

Experience

Essential

Previous experience of working in an administrative role
Experience in taking formal minutes and notes at meetings

Line Management

Essential

Line Manager experience

Person Specification

Qualifications

Essential

NVQ Level 3 in administration or equivalent
Good literacy and numeracy skills
IT Microsoft Office knowledge and work based experience in Word, Excel, PowerPoint, Outlook and MS Teams

Experience

Essential

Previous experience of working in an administrative role
Experience in taking formal minutes and notes at meetings

Line Management

Essential

Line Manager experience

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.

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Invista

Ermin Street

Brockworth

GL3 4HP

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Invista

Ermin Street

Brockworth

GL3 4HP

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)