Personal Assistant - Public Health Senior Leadership Team

The closing date is 12th Aug 2026

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Job summary

An exciting opportunity has arisen within Hampshire and Isle of Wight HealthCare NHS Foundation Trust to appoint an enthusiastic, focused and ambitious Personal Assistant to the Public Health Senior Leadership Team. This is a 9 months fixed term contract.

You will be joining a leading organisation that is both forward thinking and innovative. HIOWH is committed to improving the quality of child health services across Hampshire and IOW and takes pride in rewarding the success of its staff.

As the Personal Assistant to Public Health Senior Leadership Team you will provide a high level of secretarial support to the Head of Quality Governance and Professional Leads by managing their diaries and emails.

You will need to be flexible in your approach to working in the team and meet set deadlines within short notice.

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Main duties, tasks & skills required

To lead the management of the Microsoft Outlook diaries and emails of the Head of Quality Governance and Professional Leads for Public Health. To exercise judgement and discretion in the day-to-day handling, monitoring and filtering of appointments, enquiries and emails and act proactively where potential clashes/pressures are identified.

To proactively lead project progress, as directed by the Head of Quality Governance and Professional Leads for Public Health and provide regular project updates on project delivery, including communicating with commissioners and stakeholders and may include sensitive information.

To plan and organise operational, complex and sensitive meetings including preparing agendas, distributing papers in advance of meetings, taking minutes and action logs as required and proactively following up progress and actions are carried out.

Lead, manage, support and train other administrators within the Public Health Senior Leadership Team, ensuring they receive regular 1:1s, yearly appraisals and performance development.

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Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence

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To provide and lead full administration support for the implementation of assigned projects, including the mobilisation and implementation of awarded contracts.

To be responsible for the co-ordination of the key areas of business for the Public Health Senior Leadership Team by being proactive in ensuring relevant information is obtained, organised, collated and distributed in a timely manner.

Plan conferences and events including Away Days, fora's and any special events as required by the Senior Team within the Service, organising speakers and producing presentations and other resources. Assist in the planning and organisation of administration fora's.

Set up office systems, databases and procedures to ensure that all documents can be retrieved easily. This will include a 'bring forward' system for the Senior Team within the Service, ensuring that all papers are available for meetings as appropriate.

To support the Head of Quality Governance in creating reports for the service monthly meeting which is held on the Insight reporting system.

Acknowledge, compile and type all correspondence and reports generated by the Senior Team within the Service and drafting responses as appropriate.

To receive complex telephone calls, emails and visitors and deal with where possible using a measure of independent judgement and initiative and ensure messages are correctly transcribed and relayed in a timely manner.

Ensure collation and distribution of relevant and often sensitive information as and when required on behalf of the Senior Team within the Service to a range of staff internally across the Trust and externally to other organisations.

Deal with incoming and outgoing mail to include taking action where appropriate.

To provide cover for annual leave and sickness for line manager and other administrators within the service as and when required.

To provide accurate reports on investigations that are taking place within the service as assigned to the Head of Quality Governance and Professional Leads. To liaise with all parties involved, setting up meetings, sending out correspondence and taking minutes.

Undertake complex and sensitive research on request, ensuring appropriate documentation is readily available and work collaboratively with other corporate administration teams on request.

To identify and action/escalate appropriate urgent matters in the absence of any of the Senior Team within the Service.

Assist the organisation of setting up contract review meeting with Commissioners and sub-contractors within the Public Health Services portfolio, working collaboratively with the Business Delivery Lead for Public Health and Business Team and Commissioners.

To co-ordinate and communicate with relevant staff and personnel in arranging divisional disciplinary hearings, ensuring all relevant communication and correspondence is undertaken with Human Resources and key staff involved.

To manage the Public Health rosters ensuring they are kept up to date and accurately reflect shifts.

Order supplies from SBS and Clares for the Senior Leadership Team.

Work with PAs, Secretaries and other divisional support staff across the trust to ensure Public Health Services are included in the wider Trust meetings, activities and events.

Responsible for carrying out fire warden duties.

The postholder will be expected to travel across Hampshire to attend meetings and training, which could be at short notice, therefore use of own car with business insurance is essential.

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

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Person specification

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Qualifications

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Essential

Minimum of five GCSEs Grade C (or equivalent) including English.

Administrative or IT qualification equivalent to NVQ Level 5 or equivalent experience

Evidence of continuous professional development particularly organisational systems, staff supervision, business administration

Driving licence with use of own car

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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.

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For help with your application, contact

Kirsty Cromar

***email_hidden***

View phone number on uk.workus.org

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Pay scheme

Agenda for Change

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Band

Band 5

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Salary

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£32073.00 to £39043.00 Yearly

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Contract

Secondment

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Duration

9 Month(s)

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Working pattern

Full-Time, Flexible Working

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Reference number

348-CFS-11957

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Job locations

Moorgreen Hospital

Botley Road, West End

Southampton

Hampshire

SO30 3JB

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Attachments

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PA to Public Health SLT JD PS.pdf – 372KB Opens in a new window

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Additional document 1

EmployeeBenefits_hiowh_v1-compressed_3.pdf – 1001KB Opens in a new window

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