Personal Assistant

Job description

Job summary

Closing Date: 23rd August 2026

Shortlisting to take place after closing date: commencing 24th August 2026

Interview expected to take place in the week following shortlisting: W/C 31st August 2026

Due to current Home Office Guidelines, Bradford Teaching Hospitals NHS Foundation Trust is unable to provide sponsorship for this role.

An exciting opportunity has arisen to work collaboratively as part of the Executive Administration Team.

The successful candidate must be self-motivated, pro-active, be able to work on their own initiative, have a good working knowledge of office procedures with excellent communication skills both written and verbal, along with the essential requirement of managing electronic diaries and servicing, taking and transcribing formal minutes of meetings, managing the reception desk, greeting visitors and callers and re-directing as appropriate.

Essential qualifications: Relevant previous senior secretarial experience; RSA III/OCR Typing/word Processing (or equivalent qualification) or skills commensurate with those expected at RSA III/OCR. Experience of working in a busy and demanding office environment and working effectively as part of a team is also essential.

Main duties of the job

• Planning and Organisations
• Information Management
• Support to Committee meetings
• Communication
• Administrative Duties
• Team Working
• Development

About us

Our People Charter outlines the behaviours we can expect from one another and what you can expect from Bradford Teaching Hospitals Foundation Trust:

• We value people
• We are one team
• We care

We're keen to meet people who share these values and are passionate about delivering the highest quality of care to our patients.

Job description

Job responsibilities

Arrange meetings both internally and externally, booking rooms, organising refreshments as required.

Organise and book travel and accommodation as required.

Receive and screen all incoming mail, obtaining any relevant background information.

Manage electronic diaries by organising and prioritising future commitments enabling the Senior Leadership team to work efficiently and effectively. This will include arranging meetings (both internally and externally), travel, booking rooms, refreshments and accommodation as required. Ability to use own initiative to resolve conflicting appointments and reschedule meetings at short notice to meet changing requirements.

Establish and maintain effective, accurate and where appropriate, confidential filing systems and databases, ensuring files and specific information can be easily retrieved in line with the Records Management Policy.

Take responsibility for meeting preparation both internally and with external partners. Draft agendas and formal minutes in liaison with the Executive Assistant, chasing documents/reports, and ensuring that appropriate equipment is available.

Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken and action logs completed accordingly.

Produce accurate and well-presented documentation, presentations, development of spread sheets etc., using Microsoft packages at an advanced level

Respond to all queries, correspondence and telephone calls in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the team with any relevant supporting information.

Communicate with tact, understanding and discretion when dealing with enquiries from a wide range of sources both internal and external.

The role will support the Chief Medical Officer's Team to maintain excellent working relationships and effective liaison with internal and external stakeholders through proactive and professional communication.

To perform general duties such as typing, photocopying material, and circulating documents and placing orders for stationery and other items as required.

To prioritise own workload within agreed objectives and the management of time to meet the needs of the Team.

Job description
Job responsibilities

Arrange meetings both internally and externally, booking rooms, organising refreshments as required.

Organise and book travel and accommodation as required.

Receive and screen all incoming mail, obtaining any relevant background information.

Manage electronic diaries by organising and prioritising future commitments enabling the Senior Leadership team to work efficiently and effectively. This will include arranging meetings (both internally and externally), travel, booking rooms, refreshments and accommodation as required. Ability to use own initiative to resolve conflicting appointments and reschedule meetings at short notice to meet changing requirements.

Establish and maintain effective, accurate and where appropriate, confidential filing systems and databases, ensuring files and specific information can be easily retrieved in line with the Records Management Policy.

Take responsibility for meeting preparation both internally and with external partners. Draft agendas and formal minutes in liaison with the Executive Assistant, chasing documents/reports, and ensuring that appropriate equipment is available.

Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken and action logs completed accordingly.

Produce accurate and well-presented documentation, presentations, development of spread sheets etc., using Microsoft packages at an advanced level

Respond to all queries, correspondence and telephone calls in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the team with any relevant supporting information.

Communicate with tact, understanding and discretion when dealing with enquiries from a wide range of sources both internal and external.

The role will support the Chief Medical Officer's Team to maintain excellent working relationships and effective liaison with internal and external stakeholders through proactive and professional communication.

To perform general duties such as typing, photocopying material, and circulating documents and placing orders for stationery and other items as required.

To prioritise own workload within agreed objectives and the management of time to meet the needs of the Team.

Person Specification

Experience

Essential

• Minimum of 2 years previous senior secretarial experience
• Dealing effectively with a wide range of people
• Significant experience of servicing, taking and transcribing formal minutes of meetings
• Experience of producing detailed written reports and presentations using Microsoft Word, Excel and Powerpoint

Desirable

• Experience of using Microsoft Office products
• Experience of working within the NHS

Skills

Essential

• Strong IT Skills and excellent keyboard skills
• Ability to use all Microsoft Office products
• Established written and oral presentation skills
• Ability to communicate in English both verbally and in writing at a high level
• Proven Organisational Skills
• Attention to detail

Knowledge

Essential

• Knowledge and understanding of using the web and web based information products (including the Intranet)
• Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...

Qualifications

Essential

• Educated to GCSE standard or equivalent

Desirable

• Advanced secretarial qualifications
• ECDL/CLAIT
• Business Management Qualification

Person Specification
Experience

Essential

• Minimum of 2 years previous senior secretarial experience
• Dealing effectively with a wide range of people
• Significant experience of servicing, taking and transcribing formal minutes of meetings
• Experience of producing detailed written reports and presentations using Microsoft Word, Excel and Powerpoint

Desirable

• Experience of using Microsoft Office products
• Experience of working within the NHS

Skills

Essential

• Strong IT Skills and excellent keyboard skills
• Ability to use all Microsoft Office products
• Established written and oral presentation skills
• Ability to communicate in English both verbally and in writing at a high level
• Proven Organisational Skills
• Attention to detail

Knowledge

Essential

• Knowledge and understanding of using the web and web based information products (including the Intranet)
• Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...

Qualifications

Essential

• Educated to GCSE standard or equivalent

Desirable

• Advanced secretarial qualifications
• ECDL/CLAIT
• Business Management Qualification

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

Bradford Teaching Hospitals NHS Foundation Trust
Address

Bradford Royal Infirmary

Bradford Royal Infirmary

Bradford

BD9 6RJ

United Kingdom

Employer's website