Personal Assistant/Admin for Surgery & St Marks

Personal Assistant/Admin for Surgery & St Marks The closing date is 13 April 2026

To ensure the smooth operation of the assigned Division of Surgery and St. Marks Hospital Management Team working commitments by providing a highly effective liaison service within the division, other Trust departments and with a wide range of external bodies and individuals.

To be responsible for the smooth running of the Division of Surgery and St. Marks Hospital administrative service, handling general office management and facilities issues and for the development and maintenance of efficient and effective systems and processes.

To provide a high quality comprehensive administrative and secretarial service to the Division of Surgery and St. Marks Hospital Management Team by taking minutes of meetings and scheduling meetings.

To assist the Division of Surgery and St. Marks Hospital Management Team in the provision of a high quality and professional service.

Preparing Division of Surgery and St. Marks Hospital data & activity reports as required

Analysing and preparing data in a presented format with a breach report whenever required.

Main duties of the job Please check job description for full overview of main duties of the job. Meetings and Correspondence

• Manage diaries, calls, meetings, events and travel, prioritising and planning activities.
• Liaise with internal and external stakeholders, manage correspondence, and draft documents, reports and presentations.
• Take minutes, track actions, handle enquiries, maintain records, and support complaints handling.

Office & Project Management

• Ensure efficient office systems and processes.
• Lead and support projects, manage resources, records, budgets, and ordering.
• Support recruitment, training, appraisals, and staff records, including leave, sickness and compliance.

Communications

• Act as first point of contact and coordinate communication activity.
• Maintain contact databases and promote the Trust positively.

Resource Investigation

• Conduct research, review information sources, and support document retrieval.

Other

• Undertake ad hoc duties, support process improvements, and maintain confidentiality.

About us

London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.

Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.

• Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country's top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
• St Mark's Hospital: an internationally renowned specialist centre for bowel disease
• Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
• Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.

We are a university teaching NHS trust, in recognition of the important role we play in training clinicians of the future and bringing the benefits of research to the public.

Job responsibilities

To view the main responsibility, please see the attached the Job Description and Person Specification.

Person Specification Education and Qualification

• Educated to degree level or evidence of equivalent level of ability, e.g. considerable experience of working within NHS environment with knowledge of a full range of administrative and organisational procedures.
• Advanced typing and/or secretarial course
• AMSPAR

Knowledge & Experience

• An experienced professional Secretary/PA with senior experience in a large complex organisation
• High level of IT skills with MS Office (including Excel, PowerPoint, Word) and Outlook (or similar application).
• Extensive minute taking experience.
• Experience of liaising with senior staff effectively at all levels of a complex organisation.
• Office management experience including development and maintenance of systems and processes
• Able to set up and use databases.
• Experience of working with NHS stakeholders
• Budget Management

Skills, abilities and attributes

• Excellent written and verbal communication skills
• Self-starter, able to work unsupervised and on own initiative with the ability to prioritise own workload and multi-task.
• Excellent administration and organisation skills, particularly diary management
• Good time management
• Drafting reports and presentations
• Ability to assist in the development and administration/management of projects
• Must be flexible, work as part of a team
• Ability to work to tight and conflicting deadlines
• Leadership skills, tact, understanding and diplomacy

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.

London North West University Healthcare NHS Trust

£35,763 to £43,466 a yearper annum Inclusive ofHigh Cost Area Supplement