Divisional Personal Assistant

University Hospital Southampton NHS Foundation Trust
December 05, 2022
Offerd Salary:£23,949 - £26,282
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Job Ref.:N/A
Divisional Personal Assistant Band 4

Main area

Divisional Management Team


Band 4




Full time - 37.5 hours per week

Job ref



Southampton General Hospital




£23,949 - £26,282 pa

Salary period



05/12/2022 23:59

Interview date

Job overview

Division A Management team at University Hospital Southampton (UHS) is looking for an experienced PA to join the team.

This exciting opportunity will be responsible for diary management, secretarial and administrative support to the Management team. You will need to have an excellent communication and organisation skills and able to prioritise your workload. You will also need to possess the ability to multi- task, maintain confidentiality, be a team player and be able to work independently.

The Divisional Management Team consists of: Divisional Director of Operations Divisional Clinical Director Divisional Head of Nursing and Professions.

Division A consists of four care groups - Critical Care, Surgery, Ophthalmology and Theatres.

Main duties of the job

Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.

For an overview of the main duties of the role please see the ‘Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.

Working for our organisation What we can offer you

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good' by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.

All non-clinical roles may involve a mixture of on site and remote working, Specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live, and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Detailed job description and main responsibilities Your Responsibilities What you'll do
  • Provide administrative support, diary management, to the Divisional Management team
  • Prepare/draft meeting agendas, action trackers, reports and other supporting documents
  • Take minutes of meetings and ensuring actions are recorded, to follow up any outstanding actions
  • To act as the first point of contact of the Divisional Management team
  • What we're looking for
  • Experience working as a Personal Assistant or in business administration
  • Advanced keyboard skills and use of Microsoft office and outlook
  • Good communication skills
  • Organised and able to prioritise workload
  • Additional information

    Interviews will be held on Monday, 12 December 2022

    Should you have any queries, please use the contact details below to get in touch.

    Person specification Qualifications / training required Essential criteria
  • Advanced keyboard skills
  • Good standard of secondary education with English skills demonstrable to GSCE pass level or equivalent standard
  • Desirable criteria
  • Knowledge of business and admin policies to level 3 standard (NVQ, apprenticeship, BTEC)
  • Previous or relevant experience necessary Essential criteria
  • Experience working as a Personal Assistant or in business administration
  • Working as part of a team and independently
  • Desirable criteria
  • Experience within an Acute Trust or other healthcare sector
  • Previous experience of working in an extremely busy environment
  • Budget holding experience
  • Aptitudes and skills required Essential criteria
  • Able to prioritise and manage a conflicting workload
  • Ability to work under pressure using own initiative and judgement
  • Organised and logical working methods
  • Ability to diary management involving a wide range of people with conflicting priorities
  • Advanced level experience in the use of PowerPoint, Excel, Word and Outlook
  • Good communication skills, both written and verbal
  • Ability to work autonomously and be part of a team
  • To be polite, sympathetic, patient, supportive and diplomatic
  • Able to work autonomously, utilising problem solving skills
  • Able to demonstrate discretion and confidentiality at work
  • Special requirements of the post Essential criteria
  • Flexible and adaptable approach to work
  • Values and behaviours Essential criteria
  • Able to demonstrate behaviours that meet the Trust Values: Patients First, Always Improving, Working Together
  • Please be advised that this vacancy may close earlier than stated if we receive a large number of applications. We will not accept any applications or queries via agencies, under any circumstances.

    For more information about our Trust

    Head to our careers portal thinkuhs.co.uk where you'll find information about:

    - Our values and vision - Our services and teams - Benefits we offer our staff - UK professional body registration - Information about our city - Relocating to Southampton - Our fantastic staff and their work

    To find out what our staff think about working here, you may also wish to look at our most recent friends and family test and NHS staff survey results, or our latest CQC report.

    Getting to work - our travel promise

    Getting to work should be as easy as possible and that's why we have introduced the UHS travel promise – a commitment from the Trust that we will provide reasonable travel options for every member of staff. Every member of staff can apply for a permit to use our park & ride facility. Eligibility for on-site parking is dependent on the nature and requirement of the role. All staff can also access a range of discounted benefits relating to travel including reduced price bus tickets, purchase of salary sacrifice bikes and ultra-low emission cars.

    Our commitment to equality

    Equality remains at the centre of our policymaking, service delivery, and employment practice, giving all employees equal opportunity to develop, apply for promotions, and have working arrangements that enable them to achieve a manageable work-life balance.

    UHS actively promotes a work environment free from harassment and discrimination and provides training for managers and staff to ensure this happens. We also closely monitor recruitment activity, training, development, and employment practices to ensure equality of practice with regard to race, colour, ethnic or national origin, religion or belief, gender, sexual orientation, disability, marital status and age.

    How and why we use your information

    The Trust is under a duty to protect the public funds it administers, and to this end may use the information you have provided on this form for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes.

    The European General Data Protection Regulations enhances individuals' rights and safeguards all of their data in place under the DPA. Please click here to see how and why we store your information.

    Find us on social media, we're on: Facebook, Twitter, Instagram, and LinkedIn

    Employer certification / accreditation badges Documents to download
  • Job Description (PDF, 426.6KB)
  • Personal Specification (PDF, 144.1KB)
  • Apply online now

    Further details / informal visits contact


    Greg Chapple

    Job title

    Divisional Director of Operations – Division A

    Email address

    If you have problems applying, contact


     If you have problems with the

    online application form please contact Recruitment Support Services Open Monday to Friday 08:30am to 5:30pm


     01629 690826

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