PA to Senior Management Team (Adult Community Services)

About this role

Job Overview 12 Month Secondement Oppertunity: An exciting opportunity has arisen for an organised, proactive and highly motivated individual to join the Hillingdon Adult Community Services Administration Team as a Band 4 Personal Assistant to the Senior Management Team. The postholder will provide comprehensive administrative and business support to the Head of Adult Services and other senior managers. This is a varied and busy role which includes diary and email management, meeting coordination, minute taking, preparing correspondence, maintaining trackers and supporting complaints, recruitment, HR and other key administrative processes. You will be confident working independently, managing competing priorities and responding flexibly to changing service needs. Excellent communication, organisational and IT skills are essential, together with the ability to handle complex and sensitive information with discretion and professionalism. The postholder will work closely with colleagues across the SMT administration team to provide cross-cover and ensure continuity of support. The role will be based within Hillingdon Community Services, with flexibility to work across sites where required. If you are an experienced administrator who enjoys working in a varied and fast-paced environment, can manage competing demands and takes pride in delivering a professional and reliable service, we would welcome your application. Main duties of the job The successful candidate will: • Provide high-quality administrative and PA support to the Head of Adult Services and Senior Management Team. • Act as a key point of contact for internal colleagues, patients, carers and external partner organisations. • Manage busy diaries and email inboxes, organise meetings and ensure urgent and conflicting priorities are handled effectively. • Prepare agendas and meeting papers, take accurate minutes and monitor actions arising from meetings. • Draft correspondence, reports, communications and other documents to a high standard. • Maintain trackers and support the effective management of complaints, claims and Subject Access Requests. • Provide confidential administrative support for recruitment, new starters, HR processes and workforce matters. • Support rota coordination, expenses, procurement and other operational processes. • Organise team meetings, away days and events, including venues, papers and practical arrangements. • Work closely with the wider PA and SMT administration team, providing cover where needed and helping to maintain continuity of support. • Review administrative systems and suggest improvements to support efficient ways of working. The role requires excellent attention to detail, sound judgement and the ability to communicate sensitively and professionally. The postholder will need to manage information confidentially, work under their own initiative and remain calm and organised within a busy environment. Working for our organisation At Central and North West London NHS Foundation Trust, we work in partnership with people who use our services, their families, carers and partner organisations to improve health, wellbeing and quality of life. Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024." As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form. Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE). For further info please visit: Skilled Worker visa: Overview - GOV.UK Detailed Job Description And Main Responsibilities The Band 4 Personal Assistant to the Senior Management Team provides high-level administrative and business support to the Head of Adult Services and Senior Management Team within Adult Community Services. The role is responsible for managing diaries, meetings, communications, complaints administration, recruitment processes and confidential workforce matters, helping ensure the smooth and efficient running of the service. Main Responsibilities • Provide comprehensive administrative support to the Head of Service and Senior Management Team. • Manage complex diaries, meetings, inboxes and competing priorities. • Act as a key point of contact for staff, patients, relatives and external organisations. • Organise meetings, prepare agendas, distribute papers and take minutes. • Coordinate actions arising from meetings and monitor progress against deadlines. • Support recruitment, onboarding, HR administration and HealthRoster processes. • Manage complaints, claims and service access request trackers, ensuring deadlines are met. • Draft correspondence, communications and reports on behalf of senior managers. • Support procurement, expenses, travel arrangements and other service administration. • Maintain confidentiality and provide professional, customer-focused support at all times. • Work collaboratively with the wider administration team, providing cross-cover and acting up to PA level when required. What We're Looking For • Experience providing senior administrative or executive support. • Strong organisational, diary management and minute-taking skills. • Excellent communication and interpersonal skills. • Ability to manage multiple priorities in a fast-paced environment. • Strong IT skills, including Microsoft Outlook, Word, Excel and Teams. • Professional, proactive and able to work independently with discretion and confidentiality. Person specification Qualifications And Education Essential criteria • GCSE English and Maths at Grade C/4 or above, or equivalent qualifications. • Degree-level qualification or equivalent relevant knowledge and experience. Desirable criteria • Appropriate Secretarial Qualification i.e. RSA 3 or NVQ 3 Experience Essential criteria • Experience of providing administrative or business support within a complex and busy working environment • Experience of managing diaries and email inboxes, including prioritising urgent and conflicting demands. • Experience of developing or maintaining effective administrative systems, processes and trackers. Desirable criteria • Previous experience of working within the NHS, healthcare or a community services setting. Skills And Abilities Essential criteria • Able to evidence experience of organising complex meetings, preparing and distributing agendas and papers, taking accurate minutes and monitoring actions. • Evidence of managing diaries and email inboxes, including prioritising urgent and conflicting demands. • Strong working knowledge of Microsoft Outlook, Word, Excel and Teams. • Evidence of being able to handle confidential, complex and sensitive information appropriately • Excellent organisational and time-management skills, with the ability to work under pressure and meet deadlines Personal Qualities Essential criteria • Ability to work independently, use initiative and respond flexibly to changing priorities. • Ability to work effectively with a range of colleagues, teams and external organisations. • Maintains confidentiality and demonstrates discretion at all times • Reliable, motivated and a positive team player who supports colleagues and contributes to a collaborative working environment • Commitment to continuous improvement and finding better ways of working