Personal Assistant

Job summary

The Personal Assistant will deliver a professional, confidential, and high-level support function to the Senior Leadership Team within the Southampton and South West Division of HIOWH NHS FT. This role is pivotal in ensuring the smooth operation of services by managing complex and sensitive information, supporting key directors, and maintaining effective administrative systems.

The PA will combine expertise in engagement and behaviour change with strong technical and organisational skills to strengthen service relationships and promote effective practice. Responsibilities include providing comprehensive administrative support, developing and maintaining processes and procedures, and ensuring compliance with Trust governance and data-sharing standards.

Working independently and using initiative, the PA will prioritise tasks, make informed decisions, and provide cross-cover within the wider Divisional Business Support team. The role requires exceptional time management, confidentiality, and diplomacy, with the ability to manage personal workload and, where necessary, oversee team activities. Flexibility to undertake additional duties aligned with organisational needs is essential.

Only open to applicants from Hampshire & Isle of Wight NHS system, which is limited to: Hampshire and Isle of Wight ICB, Hampshire & Isle of Wight Healthcare FT, Portsmouth Hospitals University NHS Trust, University Hospital Southampton FT, South Central Ambulance Service, Isle of Wight NHS FT & Hampshire Hospitals FT

Main duties of the job

The Personal Assistant (PA) will play a key role in supporting the Senior Leadership Team within the Southampton and South West Division, ensuring the efficient and effective delivery of administrative and organisational functions. The role requires exceptional communication, planning, and analytical skills to manage complex schedules, coordinate divisional activities, and maintain confidentiality at all times.

Key Responsibilities:

Relationship Management: Maintain strong working relationships with administrative colleagues, medical staff, and senior leaders to ensure seamless collaboration.

Communication: Handle confidential and sensitive information appropriately, communicating clearly, accurately, and promptly with all stakeholders.

Planning and Organisation: Provide comprehensive PA support to the Managing Director, Clinical Director, Medical Director, and Business Support Manager.

Organise and manage meetings, including scheduling, preparing agendas, tracking actions, and taking minutes for key divisional meetings such as the Performance Assurance and Strategic Programme Oversight Group.

Coordinate absence management and monitor training compliance within the division.

Support divisional communications, including newsletters, publicity materials, and acting as the Communications Link.

Collate and structure workshop outputs into clear documentation and pathways.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence

Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Oakley Road

Millbrook

Southampton

Hampshire

SO16 4GX

Employer's website

https://hiowhealthcare.nhs.uk/ (Opens in a new tab)

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Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Oakley Road

Millbrook

Southampton

Hampshire

SO16 4GX

Employer's website

https://hiowhealthcare.nhs.uk/ (Opens in a new tab)

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