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Torbay and South Devon NHS Foundation Trust

Personal Assistant - Executive Team & Senior Deputies

The closing date is 23 September 2025

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Job summary

We are looking for an innovative and confident individual to join us as a Personal Assistant (PA) within the executive team.

Whilst you primarily would support the Deputy Chief Nurse Officer (DCNO) there may be a requirement for you to work flexibly amongst the executive team and senior deputies to support administrative duties in line with service requirements.We are looking for experienced individual who is able to manage a fast pace and varied workload.

If you would like to learn more about this opportunity please don't hesitate to phone us.

Main duties of the job

  • Provide an effective and professional service to enable the DCNO and their teams to work efficiently.
  • Undertake effective diary management, prioritising diary commitments on behalf of the DCNO on a daily basis. Manage incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action
  • Organise regular committees and group meetings. Manage agendas and papers for meetings and take accurate minutes as required
  • Communicate and liaise effectively with external agencies, visitors and the local disciplines as directed and required on a range of complex and sensitive topics
  • Display tact, diplomacy and confidentiality at all times, using initiative, persuasion and negotiation when necessary
  • Communicate verbally and or in writing to produce confidential and sensitive correspondence
  • Manage incoming telephone calls and enquiries and ensure appropriate action is taken
  • Ensure effective communication links are set up and maintained with other Personal Assistants and senior secretaries as appropriate. To be able to explore effective systems to aid smooth running and organisation of meetings

About us

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care.We have a positive and vibrant working atmosphere, We are proud of our investment in our staff both in terms of developing potential career skills and valuing people.If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a 'Staff Carers' policy which includes flexible working where possible and a Carer's Passport scheme that links you into support and discounts.

Details

Date posted

09 September 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

388-7392362-CORP

Job locations

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA


Job description

Job responsibilities

  • Diary Management
  • Organising meetings, distributing agendas and taking minutes
  • To organise the DCNO emails in a professional and discreet manner
  • Proficient use of all Microsoft Office applications, especially running an outlook calender
  • Understand and maintain a high standard of confidentiality adhering to the Trust Data Protection policy at all times
  • Provide occasional support to other senior managers on request of DCNO
  • To support with any ad hoc requests from DCNO
  • To monitor and maintain IT based information systems
  • To support with audit and accurately record for quality assurance
  • There are no direct budgetary responsibilities attached to this post.
  • Act as point of contact for DCNO

Job description

Job responsibilities

  • Diary Management
  • Organising meetings, distributing agendas and taking minutes
  • To organise the DCNO emails in a professional and discreet manner
  • Proficient use of all Microsoft Office applications, especially running an outlook calender
  • Understand and maintain a high standard of confidentiality adhering to the Trust Data Protection policy at all times
  • Provide occasional support to other senior managers on request of DCNO
  • To support with any ad hoc requests from DCNO
  • To monitor and maintain IT based information systems
  • To support with audit and accurately record for quality assurance
  • There are no direct budgetary responsibilities attached to this post.
  • Act as point of contact for DCNO

Person Specification

Knowledge and experience

Essential

  • Experience in relevant setting
  • Able to demonstrate advanced skills in the use of word processing packages, spread sheets and databases
  • Ability to respond effectively to correspondence without supervision

Desirable

  • Good overview of NHS organisation and management

Qualifications and training

Essential

  • Recognised secretarial/administrative qualifications
  • NVQ 3 in Administration or equivalent experience
  • RSA 3 or equivalent keyboard qualifications.
  • GCSE in English and Mathematics Grade C (or equivalent) minimum

Specific skills

Essential

  • Proven ability to provide a high quality of secretarial and administrative support
  • Ability to be able to interact and communicate professionally with colleagues, patients and other health professionals at a senior level adapting working styles to suit the circumstances and objective
  • Excellent administrative and organisational skills in an appropriate environment
Person Specification

Knowledge and experience

Essential

  • Experience in relevant setting
  • Able to demonstrate advanced skills in the use of word processing packages, spread sheets and databases
  • Ability to respond effectively to correspondence without supervision

Desirable

  • Good overview of NHS organisation and management

Qualifications and training

Essential

  • Recognised secretarial/administrative qualifications
  • NVQ 3 in Administration or equivalent experience
  • RSA 3 or equivalent keyboard qualifications.
  • GCSE in English and Mathematics Grade C (or equivalent) minimum

Specific skills

Essential

  • Proven ability to provide a high quality of secretarial and administrative support
  • Ability to be able to interact and communicate professionally with colleagues, patients and other health professionals at a senior level adapting working styles to suit the circumstances and objective
  • Excellent administrative and organisational skills in an appropriate 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.

Employer details

Employer name

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA


Employer's website

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

Employer details

Employer name

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA


Employer's website

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

Employer contact details

For questions about the job, contact:

Deputy Chief Nurse (DCNO)

Natalie Herring

natalie.herring@nhs.net

07393760919

Details

Date posted

09 September 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

388-7392362-CORP

Job locations

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA


Supporting documents

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