About this role
Job summary
We are seeking a proactive and professional Band 5 Personal Assistant to provide high-quality administrative and secretarial support to senior members of our team. This is an exciting opportunity to work in a fast-paced healthcare setting where your organisational skills, attention to detail, and ability to manage competing priorities will be highly valued.
Youll play a key role in ensuring the smooth running of the department, supporting senior leaders, coordinating complex schedules, and contributing to the delivery of high-quality patient services. If you thrive in a busy environment and enjoy working as part of a collaborative team, we would love to hear from you.
Main duties of the job
In this role, you will:
Provide comprehensive PA support to senior staff within the departmentManage and coordinate complex diaries, meetings, and schedulesOrganise meetings, prepare agendas, and take accurate minutesAct as a key point of contact, handling confidential information professionallySupport the wider administrative team to ensure a seamless serviceCoordinate events, projects, and communications across teamsMaintain accurate records, databases, and filing systemsPrioritise workload effectively in a fast-moving environmentThis role is ideal for someone who is adaptable, highly organised, and confident communicating with a wide range of stakeholders.
About us
Imperial College Healthcare NHS Trust is one of the largest NHS organisations in the UK, with over 12,000 staff delivering care to more than a million patients each year.
We provide acute and specialist services across five hospitals:
Charing Cross HospitalHammersmith HospitalQueen Charlottes & Chelsea HospitalSt Marys HospitalWestern Eye HospitalWorking in partnership with Imperial College London, we are a leading academic health science centre, committed to innovation, research, and excellence in patient care.
Our values shape everything we do:
Kind we treat everyone with compassion and respectCollaborative we work together to achieve the best outcomesExpert we deliver high-quality care through knowledge and skillAspirational we continuously improve and innovateWhy Join Us?Excellent learning and development opportunitiesAccess to NHS pension scheme and staff benefitsOpportunities for career progression and leadership developmentA supportive, inclusive, and diverse working cultureExposure to world-class research and innovation
Job description Job responsibilities
To provide high-quality administrative and secretarial support to the department, ensuring the smooth running of daily operations and enabling senior staff to work effectively.
Key ResponsibilitiesThe post holder will deliver a professional and efficient Personal Assistant service, managing complex diaries, coordinating meetings, and preparing agendas and minutes. They will act as a key point of contact, handling a high volume of correspondence and ensuring all communications are prioritised appropriately while maintaining strict confidentiality.
They will support the day-to-day running of the office, ensuring systems, records, and filing are up to date, and will play a key role in supporting new staff and maintaining an organised working environment. The role also involves working closely with the wider team to ensure a seamless administrative service.
The post holder will assist in organising meetings, events, and projects, coordinating logistics and supporting senior managers with administrative tasks to ensure effective delivery of departmental priorities.
They will maintain accurate records and databases, support system improvements where required, and ensure information is managed efficiently and in line with Trust standards.
In addition, the role includes supporting basic financial processes such as expense tracking, invoice coordination, and maintaining accurate records to support effective budget monitoring.
Person Specification
Experience Essential
Accurate keyboard skills; typing speed of 50 wpm Audio and copy typing skills Able to undertake confidential work Good oral and written communication skills Ability to work under pressure with conflicting/tight deadlines Ability to prioritise workload and work to deadlines Ability to remain calm under pressure Advanced minute and note taking Ability to cope with fluctuating volume of work Able to assimilate quickly and exercise initiative
Skills/Abilities Essential
Advanced experience of using Microsoft Word, Excel, PowerPoint and Outlook Experience of dealing with difficult situations Experience of working within a multidisciplinary team Previous experience of staff and office management Efficient and systematic approach to work Proven experience as a secretary / PA Creation and use of administrative systems
Desirable
Advanced experience of Microsoft project management NHS Experience of working to a Director
Qualifications Essential
Degree or equivalent qualification or experience
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 Imperial College Healthcare NHS Trust
Address The Bays
S Wharf Road
London
W2 1NY
Employer's website https://www.imperial.nhs.uk/ (Opens in a new tab)