Description
An exciting opportunity has arisen for an organised, proactive, and highly motivated individual to join the Hillingdon Adult Community Services Administration Team as a Band 4 Personal Assistant to the Senior Management Team.
The postholder will provide comprehensive administrative and business support to the Head of Adult Services and other senior managers. This is a varied and busy role which includes diary and email management, meeting coordination, minute taking, preparing correspondence, maintaining trackers, and supporting complaints, recruitment, HR, and other key administrative processes.
You will be confident working independently, managing competing priorities, and responding flexibly to changing service needs. Excellent communication, organisational, and IT skills are essential, together with the ability to handle complex and sensitive information with discretion and professionalism.
The postholder will work closely with colleagues across the SMT administration team to provide cross-cover and ensure continuity of support. The role will be based within Hillingdon Community Services, with flexibility to work across sites where required.
Main duties of the job
- Provide high-quality administrative and PA support to the Head of Adult Services and Senior Management Team.
- Act as a key point of contact for internal colleagues, patients, carers, and external partner organisations.
- Manage busy diaries and email inboxes, organise meetings, and ensure urgent and conflicting priorities are handled effectively.
- Prepare agendas and meeting papers, take accurate minutes, and monitor actions arising from meetings.
- Draft correspondence, reports, communications, and other documents to a high standard.
- Maintain trackers and support the effective management of complaints, claims, and Subject Access Requests.
- Provide confidential administrative support for recruitment, new starters, HR processes, and workforce matters.
- Support rota coordination, expenses, procurement, and other operational processes.
- Organise team meetings, away days, and events, including venues, papers, and practical arrangements.
- Work closely with the wider PA and SMT administration team, providing cover where needed and helping to maintain continuity of support.
- Review administrative systems and suggest improvements to support efficient ways of working.
What We're Looking For
- Experience providing senior administrative or executive support.
- Strong organisational, diary management, and minute-taking skills.
- Excellent communication and interpersonal skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong IT skills, including Microsoft Outlook, Word, Excel, and Teams.
- Professional, proactive, and able to work independently with discretion and confidentiality.
Person Specification
- GCSE English and Maths at Grade C/4 or above, or equivalent qualifications.
- Degree-level qualification or equivalent relevant knowledge and experience.
- Experience of providing administrative or business support within a complex and busy working environment.
- Experience of managing diaries and email inboxes, including prioritising urgent and conflicting demands.
- Experience of developing or maintaining effective administrative systems, processes, and trackers.
- Able to evidence experience of organising complex meetings, preparing and distributing agendas and papers, taking accurate minutes, and monitoring actions.
- Evidence of managing diaries and email inboxes, including prioritising urgent and conflicting demands.
- Strong working knowledge of Microsoft Outlook, Word, Excel, and Teams.
- Evidence of being able to handle confidential, complex, and sensitive information appropriately.
- Excellent organisational and time-management skills, with the ability to work under pressure and meet deadlines.
- Ability to work independently, use initiative, and respond flexibly to changing priorities.
- Ability to work effectively with a range of colleagues, teams, and external organisations.
- Maintains confidentiality and demonstrates discretion at all times.
- Reliable, motivated, and a positive team player who supports colleagues and contributes to a collaborative working environment.
- Commitment to continuous improvement and finding better ways of working.