Norfolk Community Health and Care NHS Trust

Personal Assistant to Operations Director (Norwich Place)

The closing date is 08 February 2026

Job summary

To provide comprehensive confidential PA, secretarial and administrative support at senior director and senior management level, ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of the Norwich Place admin office and its overall effectiveness.

To supervise and support the other members of the Norwich Place Admin Team.

The post holder will be the PA for the Operations Director of Norwich Place and will also provide some administrative support for other senior managers of Norwich Place.

Main duties of the job

The post holder will be the PA for the Operations Director of Norwich Place and will also provide some administrative support for other senior managers of Norwich Place.

Please see the attached job description for a full list of the main duties of the role

About us

Find out more about working for our organisation here:

https://heyzine.com/flip-book/2565ae62eb.html

Please note, the selection processes at Norfolk Community Health and Care NHS Trust are in place to ensure we recruit candidates with the right values and skills, please be advised that the use of AI in applications are monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn't accurately reflect their skills.

With effect from the 1st April 2026 Norfolk Community Health & Care NHS Trust will be merging with Cambridgeshire Community Services NHS Trust to form a new organisation. The new Trust will provide a wide range of community health and social care services to over 4 million people, with a budget of circa £380 million and a workforce of over 7,000 people.

Date posted

28 January 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

839-7769433-BM

Job locations

Norwich Community Hospital

Bowthorpe Road

Norwich

NR2 3TU

Job description

Job responsibilities

Key Areas of Responsibility

To independently manage, carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties without direct supervision (deciding when it is necessary to refer to the line manager), which will include:

Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include medical terminology and deal with matters of a complex and/or distressing nature.

Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.

Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner

Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.

Researching appropriate websites, downloading and circulating documents, as requested.

Managing own and Directors/Senior Managers emails, dealing with as much as possible and using a flagging system to prioritise those for the Directors/Senior Managers attention.

To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them on behalf of the Director/Senior Manager.

To manage and maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring that papers are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.

To build effective working relationships with the Directors, Senior Management Teams, Clinical Leads and Clinical Teams which are supported by the Administration Team

To review reports and collect specific data and information when requested. Monitoring service provision and performance identifying the effectiveness of service provision and identifying where improvements could be made to promote an efficient, quality service

To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner.

To ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service

To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times.

Inputting onto various databases and systems, e.g. SystmOne, PAS, EP2P Oracle, Healthroster, TRAC and designated spreadsheets, within the required timescales and deadlines.

To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. To undertake any other site and facilities duties, as required.

To undertake financial duties and recording, as required by the Director/Senior Manager and, in conjunction with colleagues.

To be responsible for the day-to-day supervision of the Administration Team having oversight of the processes and work demands for all areas of the team, ensuring appropriate prioritisation of work to meet deadlines. To directly supervise the staff in Administration Team on a daily basis. Including all aspects of first line management for the team and allocation of their work on a daily, weekly, and monthly basis. This includes:

Taking into account the experience, skills set and availability of staff, to allocate work to take into account changes in staff availability and the changing demands of the service.

To support the Admin Service Manager to ensure that there is sufficient staffing cover over all services supported by The Administration Team during the operating hours of 08:00 to 17:00, Monday to Friday.

To monitor and update the mandatory training for the team, ensure the staff remain compliant and to rectify any issues as required.

To monitor sickness absence and to complete absence documentation, including return to work interviews and supporting staff who are absent from work.

To undertake appraisals and regular supervisions with all team members, dealing with any issues which may arise. Ensure that all supervisions are well documented, and any subsequent actions are completed.

Ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service.

Responsible for shared mailboxes.

Assist with shortlisting and interviews.

Liaise with procurement for accommodation requests in hotels etc.

To support the Norwich Place Admin Team with the centralised stock management process which can include:

o Ordering and receipting all consumable stock

o Carrying out a stock take of all goods

o Receiving and checking goods and reporting any discrepancies or other issues within procedural deadlines

o Putting stock away in the stores room, maintaining stock levels with daily top-ups at NCH

o Arranging onward distribution to relevant departments or sites if required

o Maintaining up to date information recorded on stock spreadsheets including base lines and previous orders

o Liaise with suppliers to resolve any issues or queries

To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system and carrying out research into goods and services as directed. This can include carrying out weekly checks to ensure equipment is working correctly for Community Nursing and Therapy teams, reviewing annual clinical engineering dates to ensure compliance, assessing the contents of doppler kits and ordering any equipment required for kits, reviewing and recording fridge temperatures to ensure drugs are stored safely and as required.

To act as first point of contact for any queries on a daily basis in relation to processes, problems, complaints and if needed refer these to the Admin Service Manager. To implement policies for own work area and propose changes, as necessary and demonstrate own duties to new starters

To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Service Manager.

Create and design administrative processes and regularly review to ensure they meet the needs of the service and the organisation

To provide training and support to colleagues include inducting and training new starters, temporary staff and apprentices when required as directed by the Admin Service Manager.

Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Service Manager or Deputy Admin Ops Manager. This may require travelling to other sites.

It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites