Personal Assistant
Nottingham CityCare Partnership CIC
Bulwell, NG6 8WRView on map(opens Google Maps in a new tab)
Salary
£32,073 to £39,043
Contract
Fixed-Term
Hours
Not specified
Closing date
12 October 2026
13 days leftJob description
We are seeking an efficient, organised personal / executive assistant to join our corporate governance team supporting the Executive Directors, Trust ...
As a Personal Assistant, you will provide a high standard
of administrative and secretarial support to the Executive Directors enabling
efficient operation of their portfolios whilst always ensuring the utmost
confidentiality at all times.
You will have effective planning, organisation and
communication skills and will be responsible for ensuring pro-active and
responsive daily management of diaries, emails, phones calls and other
correspondence.
You will provide secretariat for key meetings and
committees (both virtual and in person) producing minutes and summary notes,
managing action trackers, agreeing agendas, collating and distributing papers
to required timescales, noting apologies / attendance and responding to
associated enquiries.
You will have the ability to work independently using high
levels of discretion, judgement and critical analysis. Part of this fast-paced
role will require the post holder to be an effective communication link between
internal and external stakeholders.
Assistant, you will be expected to adopt a flexible approach to suit the
variable and developing workload in the Corporate Office, and there will be
times when you will be required to work at other locations.
- Be committed to working and engaging constructively with internal and external stakeholders on a
range of issues.
- Nurture key relationships and monitor networks internally and externally.
- Present a professional, welcoming and helpful image to staff, other organisations and the public.
- Be aware of the complex, potentially contentious and highly sensitive environment in which the
Executive Directors operate to ensure the effective and appropriate use of their time through
prioritising appointments, dealing with correspondence and dealing with staff, both internal and
external.
- Develop and maintain close collaboration and co-operation with the wider Executive Team, working
at all times to achieve set standards.
- Ensure all communication is dealt with in a timely, efficient manner and that deadlines are met
taking action, where appropriate, in the absence of the Executive Directors.
- Produce correspondence, reports, and other documents to a high standard and with due respect
for confidentiality and corporate style being highly proficient with the Microsoft suite of products.
- Provide and receive, sensitive and contentious information/complex facts which require the
analysis, interpretation and comparison of a range of options and make judgements based on the
information/facts.
- Deal with sometimes complex enquiries from a wide range of organisations and individuals in a
professional and sensitive manner, ensuring confidentiality at all times. On occasions this may
involve handling a caller who is upset or aggressive.
- Undertake/support specific project and ad hoc work on behalf of the Executive Directors and/or the
Executive Assistant as required.
- Manage the Executive Directors diaries, coordinating and prioritising appointments, highlighting
changing priorities, emphasising areas of concern/potential conflict and ensuring that there is
effective communication to all relevant parties and to make all necessary arrangements, including
travel.
- Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately
chasing up actions and giving position statements prior to meetings taking place.
- Manage all incoming and outgoing mail on behalf of the Executive Directors. To distribute mail for
action, prepare draft responses, follow up action and make a record of any actions taken.
- To review and where appropriate, action all incoming email on behalf of the Executive Directors in
a timely manner.
- To service and minute the meetings of the Boards Committees ensuring that the minutes and
papers are issued in a timely manner and in accordance with CityCares governance processes.
- Maintain efficient forward planning and follow up systems, ensuring that responses are received
and deadlines met.
- Drafting presentations.
- Provide cover for colleagues during periods of absence and annual leave.
- Ensure the Executive Directors are fully briefed on events and scenarios as they arise, determining
the priority of the issues and obtaining and collating the information needed to enable them to make
informed decisions.
Policy and Service Development
- Propose changes to own work to ensure it aligns to the work of Executive Directors for the
enhancement of service delivery.
Financial and Physical Resources
Ensure that levels of stationery/office supplies are maintained in order that the office can run
smoothly at all times.
- Ensure that HR and pay related processes and schedules are followed at all times. This includes
the notification of staff changes, leavers and absence information for the Executive Directors
teams.
- Work closely with the immediate team and others to contribute to the continuous development of
working methods and standards.
- Ensure that all documentation (manual and digital) is efficiently and effectively dealt with including
operating a forward planning system.
- Maintain and continually contribute to the development of office systems and procedures to ensure
efficient and effective support.
- Take and transcribe formal meeting minutes and update the electronic meeting record system.
- Develop and maintain comprehensive filing systems, both paper and electronic, ensuring efficient
and effective retrieval of documents, and systems that are catalogued and accessible.
- To work flexibly, including occasional instances of work prior to the start of the day or after the end
of the normal working day if required
- Able to work at other locations if required.
- Conduct any other reasonable duties commensurate with the role and requested by an Executive
Director.
- Demonstrate the values and behaviours of the organisation at all times.
- Act as an ambassador for Nottingham CityCare Partnership at all times.
- Attend statutory and essential training updates as required.
- Undertake training as necessary in line with the development of the post and as agreed with the
Executive Assistant/Corporate Office Manager as part of the personal development process.
- Identify own learning needs and jointly plan training requirements.
- Participate in CityCares appraisal process to discuss how your role will help deliver the best
possible care to our patients.
We are a
provider of NHS Community Health Services, CityCare exists to support the
health and wellbeing of all local people, working alongside other health and
care partners to achieve this. We are a value driven, people business with a
passion for excellence. Our vision and social purpose is to make a difference
everyday to the health & wellbeing of our communities and our values of
kindness, respect, trust and honesty lie at the heart of everything we do,
guiding how we work together with partners and each other to consistently
deliver high quality compassionate care. As a social enterprise we aim to add
social value by investing in the future of our local communities and helping to
make a difference in peoples lives.
CityCare value
the benefits of a diverse and inclusive workforce. We encourage applications
from candidates who identify as disabled, LGBT+ or from a Black, Asian or
Minority Ethnic (BAME) background, as they are currently under-represented
within our organisation.
We are proud to be a forces-friendly
organisation and are dedicated to supporting Veterans, Service Leavers, Reservists, and
military spouses/partners. We value the unique skills and contributions you
bring.
CityCare is an
equal opportunities employer. We are positive about employing people with
disabilities. If you require your application in a different format please
contact People Services on ncp.recruitment@nhs.net . CityCare is committed to the
protection of vulnerable adults and children.
Qualifications
Essential: - Degree or equivalent experience relevant to this post.
Desirable: - PA/EA Diploma.; - NVQ Level 3 in Business and Administration or similar.
Experience
Essential
- Recent substantial experience of working as a PA at Director/Senior Manager level.
- Experience of coordinating multiple tasks with competing demands simultaneously.
- Experience of working to very tight deadlines.
- Experience of servicing and taking minutes at high level Committee meetings.
Desirable: - Experience of working in a similar role in healthcare.; - Project management.
Skills & Attributes
Essential
- Advanced knowledge of standard office administrative practices and procedures.
- Excellent written and verbal communication skills.
- High level of interpersonal skills and the ability to communicate complex issues and work effectively with a wide range of staff at all levels of seniority.
- Highly developed problem-solving skills and ability to respond to sudden unexpected demands.
- Excellent organisational abilities and attention to detail.
- Ability to provide and receive sensitive or sometimes contentious information.
- Skills for communication on complex, matters and difficult situations, requiring persuasion and influence.
- Ability to motivate and influence others.
- Ability to understand complex information and present this clearly and concisely both in verbal and written format.
- Ability to work under pressure and meet deadlines.
- Work proactively with a high degree of autonomy and on own initiative.
- Proficient in the use of the Microsoft suite of products.
- Excellent minute taking skills.
How to apply
Applications are handled entirely by the employer on the original advert. We do not collect CVs, supporting statements or application data.
Provenance
Source
NHS Jobs
First seen
28 September 2026
Last checked
29 September 2026
Salary, closing date and description are taken from the employer's advert. The original advert always takes precedence.
About the employer
NHS organisation
This listing was structured from NHS Jobs. Vacancy details and the application process remain the responsibility of the original source.
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