Job summary
Are you a highly organised, proactive individual who thrives in a fast-paced environment? Do you enjoy working with senior leaders and making a real impact behind the scenes?
We're looking for confident and friendly Personal Assistants to play a key role in supporting our Directors, helping to keep things running smoothly and professionally. We have available positions across multiple directorates in the organisation.
You'll be part of a small, supportive team where your ideas and contributions will be valued. If you love variety, take pride in your work, and want to be part of something meaningful, this could be the perfect role for you.
The location for the role is Newcastle, and while we operate in a hybrid way, successful candidates will need to be flexible when it comes to office attendance as regular presence in our Newcastle Stella House office will be required. Interviews will take place remotely across the 30th and 31st of October so candidates must be available.
Please note that we will close the advert as soon as sufficient applicants have been received, so please submit your application early.
What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working (we are happy to discuss options such as compressed hours)
- Flexi time
- Hybrid working model
- Career development
- Active wellbeing and inclusion networks
- Excellent pension
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts!
Main duties of the job
As Personal Assistant, you'll support with a wide range of responsibilities, including:
- Provide PA and admin support to Directors and SMT, including diary management.
- Handle calls and enquiries with discretion, confidentiality, and autonomy.
- Manage day-to-day business and communications for Directors.
- Record and coordinate complaints, PQs, and Parliamentary Business.
- Maintain paper/electronic records and office systems.
- Prepare and issue meeting agendas and papers, including sensitive documents.
- Process requisitions, invoices, and expenses; manage stationery stock.
- Arrange travel, accommodation, and refreshments for meetings and visitors.
- Respond to internal/external enquiries, including confidential matters.
- Type and prepare documents using various software tools.
- Organise and attend meetings; take minutes and track actions.
- Support LT events and general office duties (e.g., photocopying, faxing).
- Prioritise own workload and act independently.
- Maintain a tidy and safe office environment.
- Ensure compliance with FOI and Data Protection Acts.
- You'll need to be confident working independently, prioritising tasks, and building strong relationships across the organisation.
About us
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we're proud to be part of something meaningful, that touches millions of lives.
We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow.
As one of the UK's Best Big Companies to work for, we're connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.
We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.
Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!
Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Job description
Job responsibilities
In this role, you are accountable for: 1. Responsible for the provision of PA and administration support to Directors and SMT to ensure efficient and timely diary management and administration of Directorate business. 2. Responsible for making and responding to telephone calls, as required. Making autonomous decisions where appropriate, exercising tact, discretion and maintaining confidentiality. Contact point for routine calls and enquires, dealing with callers as necessary, using discretion, giving information and taking notes as applicable 3. Provides a confidential personal assistant/secretarial support to Directors, including managing the day-to-day business of those postholders and links with activities across the directorate. 4. Responsible for the recording and co-ordination of complaints, PQs and Parliamentary Business, ensuring that they are pro-actively forwarded for action and progress chasing to ensure that corporate and DH timescales are achieved. 5. Responsible for the effective maintenance of paper and/or electronic information systems including the maintenance and retention of appropriate records. 6. Responsible for ensuring that the Board/meeting agendas and associated papers are collated and issued in accordance with published timescales this includes confidential and sensitive documents. 7. Ensures that requisitions, invoices and expenses received by the Directors are pro-actively reviewed and authorised in accordance with the SFIs. Monitoring and maintaining the required stationery stock including the ordering of such materials using the electronic Finance systems. Ensures appropriate authorisations are received. 8. Responsible for arranging travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate. This may include complex arrangements over a period of time including off-site venues for senior meetings. 9. To answer and respond to telephone and email enquiries appropriately. Dealing with enquiries from internal and external contacts appropriately which may involve sensitive and confidential information. 10. Develop and maintain effective office management systems. This will include developing and maintaining a shared reference/filing system both in paper and electronic form as appropriate. 11. To undertake the typing and preparation of documents as requested including letters, reports and email correspondence some of which may include confidential and personal information and uses a variety of software applications to produce documents. 12. Responsible for arranging and attending meetings as requested. This includes agenda co-ordination, minute taking, dissemination of agendas and minutes, ensuring action points are recorded and follow up action taken. 13. Assist in the administration of LT events which involves the typing of relevant papers, producing attendance lists, subsequent records and the photocopying information. 14. General office duties such as photocopying and preparing information utilising relevant software applications where required, sending faxes and circulating documents. 15. Act independently, monitor own workload and prioritise activities. 16. Keep office generally tidy to ensure a safe working environment. 17. In all activities ensure compliance to the Freedom of Information Act 2000 and Data Protection Act 1998. 18. Promote and implement the Authoritys equal opportunities policies in all aspects of employment and service delivery
Job description
Job responsibilities
In this role, you are accountable for: 1. Responsible for the provision of PA and administration support to Directors and SMT to ensure efficient and timely diary management and administration of Directorate business. 2. Responsible for making and responding to telephone calls, as required. Making autonomous decisions where appropriate, exercising tact, discretion and maintaining confidentiality. Contact point for routine calls and enquires, dealing with callers as necessary, using discretion, giving information and taking notes as applicable 3. Provides a confidential personal assistant/secretarial support to Directors, including managing the day-to-day business of those postholders and links with activities across the directorate. 4. Responsible for the recording and co-ordination of complaints, PQs and Parliamentary Business, ensuring that they are pro-actively forwarded for action and progress chasing to ensure that corporate and DH timescales are achieved. 5. Responsible for the effective maintenance of paper and/or electronic information systems including the maintenance and retention of appropriate records. 6. Responsible for ensuring that the Board/meeting agendas and associated papers are collated and issued in accordance with published timescales this includes confidential and sensitive documents. 7. Ensures that requisitions, invoices and expenses received by the Directors are pro-actively reviewed and authorised in accordance with the SFIs. Monitoring and maintaining the required stationery stock including the ordering of such materials using the electronic Finance systems. Ensures appropriate authorisations are received. 8. Responsible for arranging travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate. This may include complex arrangements over a period of time including off-site venues for senior meetings. 9. To answer and respond to telephone and email enquiries appropriately. Dealing with enquiries from internal and external contacts appropriately which may involve sensitive and confidential information. 10. Develop and maintain effective office management systems. This will include developing and maintaining a shared reference/filing system both in paper and electronic form as appropriate. 11. To undertake the typing and preparation of documents as requested including letters, reports and email correspondence some of which may include confidential and personal information and uses a variety of software applications to produce documents. 12. Responsible for arranging and attending meetings as requested. This includes agenda co-ordination, minute taking, dissemination of agendas and minutes, ensuring action points are recorded and follow up action taken. 13. Assist in the administration of LT events which involves the typing of relevant papers, producing attendance lists, subsequent records and the photocopying information. 14. General office duties such as photocopying and preparing information utilising relevant software applications where required, sending faxes and circulating documents. 15. Act independently, monitor own workload and prioritise activities. 16. Keep office generally tidy to ensure a safe working environment. 17. In all activities ensure compliance to the Freedom of Information Act 2000 and Data Protection Act 1998. 18. Promote and implement the Authoritys equal opportunities policies in all aspects of employment and service delivery
Person Specification
Personal Qualities, Knowledge & Skills
Essential
- Knowledge of a full range of secretarial and administration procedures
- Good standard of computer literacy including - E-mail.
- Experience of using Word and Excel
- Experience of using office equipment.
- Good understanding of computerised office systems.
- Able to continually prioritise workload
- Able to produce accurate work at a high volume
- Able to work on own initiative
- Flexible approach to work.
- Able to communicate at all levels
- Team worker, friendly
- Excellent telephone manner.
- Discreet, confidential, organised
Desirable
- Ability to multi-task
- Ability to work to tight deadlines
Experience
Essential
- Significant practical administration experience in a busy office environment
Desirable
- Working with senior managers on a day to day basis.
Qualifications
Essential
- Minimum 5 GCSE's Grade C (or equivalent) including English.
- Administration qualification, ie NVQ 3 or equivalent.
Desirable
Person Specification
Personal Qualities, Knowledge & Skills
Essential
- Knowledge of a full range of secretarial and administration procedures
- Good standard of computer literacy including - E-mail.
- Experience of using Word and Excel
- Experience of using office equipment.
- Good understanding of computerised office systems.
- Able to continually prioritise workload
- Able to produce accurate work at a high volume
- Able to work on own initiative
- Flexible approach to work.
- Able to communicate at all levels
- Team worker, friendly
- Excellent telephone manner.
- Discreet, confidential, organised
Desirable
- Ability to multi-task
- Ability to work to tight deadlines
Experience
Essential
- Significant practical administration experience in a busy office environment
Desirable
- Working with senior managers on a day to day basis.
Qualifications
Essential
- Minimum 5 GCSE's Grade C (or equivalent) including English.
- Administration qualification, ie NVQ 3 or equivalent.
Desirable
