Job summary
An exciting opportunity has arisen for a Band 5 Management Personal Assistant to join the Sussex Bowel Cancer Screening Programme on a fixed-term basis for 12 months.
This Public Health England-funded role provides high-level administrative, analytical and governance support to the Bowel Cancer Screening Programme Management Team. The post holder will work closely with the General Manager and Lead Specialist Screening Practitioner / Clinical Manager, supporting the effective coordination, performance monitoring and governance of a nationally regulated screening service.
The role includes complex diary management, preparation of professional reports and presentations, formal minute-taking across governance and programme meetings, action tracking, and the production of data-driven performance reports to support senior clinical and managerial decision-making.
The successful candidate will be highly organised, proactive and confident working independently, with strong communication skills and advanced Microsoft Office capability.
The post involves cross-site working across RSCH, PRH and ESHT and requires flexibility to attend in-person meetings where required.Flexible working options will be considered in line with service needs.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post.
Main duties of the job
The post holder will provide high-level Personal Assistant and governance support to the Bowel Cancer Screening Programme Management Team, ensuring effective coordination of a nationally regulated screening service.
Key responsibilities include managing complex diaries and supporting the General Manager and Lead Specialist Screening Practitioner; organising and servicing multi-site governance and performance meetings; preparing agendas and papers; and producing accurate, high-quality minutes with proactive action tracking and risk escalation.
The role includes preparing professional reports, briefing papers and presentations for Directorate and Trust-level meetings, and gathering, validating and analysing activity data to produce clear performance reports for senior leaders.
Please note that if you currently work for another NHS Trust or UHSussex and you are applying to accept this position as a secondment opportunity, before applying you must seek agreement andauthorisationfrom your current Trust/Manager. Secondmentscan'tbe agreed without this approval. If you are unable to gainapproval,you should refrain from applying unless you wish to take this role as a fixed term position.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Job description
Job responsibilities
The Band 5 Management Personal Assistant provides high-level administrative, governance and analytical support to the Sussex Bowel Cancer Screening Programme Management Team. The post holder will work closely with the General Manager and Lead Specialist Screening Practitioner / Clinical Manager to ensure effective coordination, performance oversight and compliance within a nationally regulated screening service.
Executive and Governance Support
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Provide comprehensive Personal Assistant support, including complex diary management and coordination of meetings across multiple Trust sites.
-
Organise and service governance, project, Directorate and stakeholder meetings, both in person and virtually.
-
Prepare agendas, collate and quality-check papers, and produce accurate, professional minutes that clearly document decisions, risks and actions.
-
Maintain and proactively monitor action logs, ensuring agreed deliverables are completed within timescales and escalating overdue or high-risk actions to senior leads.
-
Support the preparation of high-quality presentations, reports and briefing papers for senior clinical and managerial audiences.
Performance Reporting and Information Management
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Gather, validate and analyse activity and performance data from relevant information systems.
-
Produce statistical summaries and performance reports to support Directorate oversight and informed decision-making.
-
Present complex information in clear and accessible formats suitable for senior leaders.
-
Identify inconsistencies, trends or potential risks within data and escalate appropriately.
-
Support documentation requirements for governance reviews, audits and performance meetings.
Financial and Administrative Coordination
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Raise purchase orders and process invoices in accordance with Trust Standing Financial Instructions.
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Maintain accurate financial records to support budget monitoring and audit requirements.
-
Ensure documentation is appropriately stored and managed in line with information governance standards.
-
Provide flexible administrative support across the Programme in response to evolving service priorities.
Communication and Stakeholder Engagement
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Act as a professional point of contact for senior clinicians, managers and partner organisations.
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Facilitate effective communication across the Programme, ensuring decisions and actions are clearly recorded and shared appropriately.
-
Handle sensitive and confidential information with discretion and professionalism.
Compliance and Professional Standards
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Maintain confidentiality in accordance with the Data Protection Act, Freedom of Information Act and Caldicott Principles.
-
Adhere to Trust policies, governance frameworks and safeguarding requirements.
-
Contribute to continuous improvement and service development initiatives aligned to national Screening standards.
-
Engage in ongoing professional development and participate fully in the Trust appraisal process.
The role requires sustained concentration, strong organisational skills and the ability to manage competing priorities with minimal supervision, while maintaining high standards of governance, professionalism and attention to detail.
Job description
Job responsibilities
The Band 5 Management Personal Assistant provides high-level administrative, governance and analytical support to the Sussex Bowel Cancer Screening Programme Management Team. The post holder will work closely with the General Manager and Lead Specialist Screening Practitioner / Clinical Manager to ensure effective coordination, performance oversight and compliance within a nationally regulated screening service.
Executive and Governance Support
-
Provide comprehensive Personal Assistant support, including complex diary management and coordination of meetings across multiple Trust sites.
-
Organise and service governance, project, Directorate and stakeholder meetings, both in person and virtually.
-
Prepare agendas, collate and quality-check papers, and produce accurate, professional minutes that clearly document decisions, risks and actions.
-
Maintain and proactively monitor action logs, ensuring agreed deliverables are completed within timescales and escalating overdue or high-risk actions to senior leads.
-
Support the preparation of high-quality presentations, reports and briefing papers for senior clinical and managerial audiences.
Performance Reporting and Information Management
-
Gather, validate and analyse activity and performance data from relevant information systems.
-
Produce statistical summaries and performance reports to support Directorate oversight and informed decision-making.
-
Present complex information in clear and accessible formats suitable for senior leaders.
-
Identify inconsistencies, trends or potential risks within data and escalate appropriately.
-
Support documentation requirements for governance reviews, audits and performance meetings.
Financial and Administrative Coordination
-
Raise purchase orders and process invoices in accordance with Trust Standing Financial Instructions.
-
Maintain accurate financial records to support budget monitoring and audit requirements.
-
Ensure documentation is appropriately stored and managed in line with information governance standards.
-
Provide flexible administrative support across the Programme in response to evolving service priorities.
Communication and Stakeholder Engagement
-
Act as a professional point of contact for senior clinicians, managers and partner organisations.
-
Facilitate effective communication across the Programme, ensuring decisions and actions are clearly recorded and shared appropriately.
-
Handle sensitive and confidential information with discretion and professionalism.
Compliance and Professional Standards
-
Maintain confidentiality in accordance with the Data Protection Act, Freedom of Information Act and Caldicott Principles.
-
Adhere to Trust policies, governance frameworks and safeguarding requirements.
-
Contribute to continuous improvement and service development initiatives aligned to national Screening standards.
-
Engage in ongoing professional development and participate fully in the Trust appraisal process.
The role requires sustained concentration, strong organisational skills and the ability to manage competing priorities with minimal supervision, while maintaining high standards of governance, professionalism and attention to detail.
Person Specification
Qualifications
Essential
- Educated to A-level standard (or equivalent Level 3 qualification) or equivalent demonstrable experience.
Experience
Essential
- Significant experience providing high-level administrative or Personal Assistant support to senior managers.
- Experience of formal minute-taking within governance, project or senior-level meetings, including maintaining action logs.
- Experience gathering, analysing and presenting data to produce reports for senior audiences.
- Experience working within the NHS with understanding of governance and performance reporting processes.
Desirable
- Experience supporting governance, quality improvement or service change initiatives.
- Experience using patient administration systems (PAS) or healthcare information systems.
Skills
Essential
- Advanced Microsoft Office skills including PowerPoint, Excel and Outlook.
- Strong organisational skills with the ability to manage competing priorities and meet deadlines.
- Demonstrates discretion and professionalism when handling confidential or sensitive information.
Equality, Diversity, and Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role).
Person Specification
Qualifications
Essential
- Educated to A-level standard (or equivalent Level 3 qualification) or equivalent demonstrable experience.
Experience
Essential
- Significant experience providing high-level administrative or Personal Assistant support to senior managers.
- Experience of formal minute-taking within governance, project or senior-level meetings, including maintaining action logs.
- Experience gathering, analysing and presenting data to produce reports for senior audiences.
- Experience working within the NHS with understanding of governance and performance reporting processes.
Desirable
- Experience supporting governance, quality improvement or service change initiatives.
- Experience using patient administration systems (PAS) or healthcare information systems.
Skills
Essential
- Advanced Microsoft Office skills including PowerPoint, Excel and Outlook.
- Strong organisational skills with the ability to manage competing priorities and meet deadlines.
- Demonstrates discretion and professionalism when handling confidential or sensitive information.
Equality, Diversity, and Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role).
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
