Job summary
This vacancy is open to employees of Isle of Wight NHS
Trust and Portsmouth Hospitals University NHS Trust only
NHS Band 5: £32,073 - £39,043 (effective from 1st April
2026)
Hours: Full Time 37.5 hours per week
Contract: Fixed Term for 23 Months
Location: Building 4000, Corporate Hub, Lakeside, North
Harbour, Western Road, Cosham, Portsmouth, PO6 3EN
The post holder is a key member of the Digital Division and
is expected to work flexibly to ensure high quality administration and
Executive Assistant support is provided at all times, enabling the Chief
Digital Officer (CDO) and the Senior Management Team to function effectively
and to provide and support a positive image of the Trust.
Main duties of the job
You will be responsible for a high level of administrative
duties, managing your workload and take decisions within defined administrative
policies. Plan and manage the Chief Digital Officer and Deputy Chief Digital
Officers diaries ensuring their time is utilised to full effect and ensuring
internal and external meetings are robustly organised.
Provide confidential and timely inbox management to the CDO
and act as the point of contact, dealing and responding effectively with
queries.
Produce high quality reports, presentations, letters and
other correspondence on behalf of the CDO.
Full support and facilitation for a variety of senior level
meetings including producing and distributing papers in a timely manner.
Chasing outstanding actions and taking minutes.
Provide administrative support for Committees and
Sub-Committees which are within the CDOs remit.
Ability to provide support to Senior Management Team as and
when required.
Plan, prioritise and manage complex and conflicting
workloads.
You will operate as a key member of the Digital Business
Support Team, working alongside Digital Business Partners and senior leaders to
provide comprehensive administrative, coordination, and business support.
You will be a key member of the team whose overarching goal
is to enable, promote and support the effective use of data, information,
knowledge and technology to improve, inform and support a portfolio of
projects, services, and initiatives.
About us
Working as a partnership, both Isle of Wight NHS Trust and
Portsmouth Hospitals University NHS Trust have a shared vision for excellence
in care for our patients and communities; with a set of strategic aims
underpinning how we will achieve this.
The single corporate service is delivered across both
organisations. You may be based at either IWT or PHU and individuals may be
required to undertake business travel between sites. For leaders managing staff
across multi-site locations, you will need to be visible and provide in person
leadership. The arrangements and frequency will be agreed locally.
The health and wellbeing of our staff is at the forefront of
everything we do. We are proud to be able to offer our staff some fantastic
benefits including our on-site Nursery, access to our free Beach Hut for those
long summer days, our on-site Wellness Centre including a gym and a swimming
pool, access to our fantastic staff networks including LGBTQ, Race Equality and
DisAbility, and awards ceremonies to recognise your achievements. We believe we
can offer support to all of our staff when they need it the most.
We welcome the unique contributions that you can bring in
terms of your education, opinions, culture, ethnicity, race, sex, gender
identity and expression, nation of origin, age, languages spoken, veterans
status, colour, religion, disability, sexual orientation, and beliefs.
Job description
Job responsibilities
Specific Core Functions:
- Support the CDO with ESR Staff Portal in ensuring changes are completed correctly to reflect changes within the department.
- Supporting the CDO and senior managers with approving or changing annual leave when required through the Healthroster system.
- Contributing to the maintenance of effective IT Department communications and team building. Including; assistance with the preparation and production of material for Trust and Team briefs and; development, preparation and publication of content on the Departments own intranet site.
- Diary planning and management, including resolution of conflicting requests and commitments.
- Monitoring & housekeeping of e-mail account, including opening, sorting & prioritising of e-mails, progression of e-mails requiring attention/action and timely dispatch of outgoing e-mail
Communication and Working Relationships:
- Facilitate meetings and be proactive in ensuring that the agendas, papers and minutes are produced and circulated in accordance with the schedule of meeting dates.
- Prepare draft responses, reports, and other agenda items for Executive level meetings and source other associated documents ensuring that work is produced in an accurate and timely manner.
- Arrange pre-meets where necessary and taking and transcribing formal minutes/action notes (as applicable) within tight deadlines.
- Maintain rolling programmes and action trackers for meetings and chase updates on a regular basis.
For further information please refer to attached job description.
Job description
Job responsibilities
Specific Core Functions:
- Support the CDO with ESR Staff Portal in ensuring changes are completed correctly to reflect changes within the department.
- Supporting the CDO and senior managers with approving or changing annual leave when required through the Healthroster system.
- Contributing to the maintenance of effective IT Department communications and team building. Including; assistance with the preparation and production of material for Trust and Team briefs and; development, preparation and publication of content on the Departments own intranet site.
- Diary planning and management, including resolution of conflicting requests and commitments.
- Monitoring & housekeeping of e-mail account, including opening, sorting & prioritising of e-mails, progression of e-mails requiring attention/action and timely dispatch of outgoing e-mail
Communication and Working Relationships:
- Facilitate meetings and be proactive in ensuring that the agendas, papers and minutes are produced and circulated in accordance with the schedule of meeting dates.
- Prepare draft responses, reports, and other agenda items for Executive level meetings and source other associated documents ensuring that work is produced in an accurate and timely manner.
- Arrange pre-meets where necessary and taking and transcribing formal minutes/action notes (as applicable) within tight deadlines.
- Maintain rolling programmes and action trackers for meetings and chase updates on a regular basis.
For further information please refer to attached job description.
Person Specification
Qualifications
Essential
- Training and relevant experience equivalent to Degree Level.
- Comprehensive IT skills, with a high-level competence in Outlook, Word and PowerPoint.
- Previous experience as a PA or senior secretary with advanced administrative & secretarial skills.
- Previous experience of working in a complex organisation.
- Experience in minute taking/formal note taking experience.
Desirable
- Knowledge of NHS management processes.
- To be able to demonstrate in-depth understanding of NHS national targets and priorities.
- Demonstrate a working knowledge and understanding of working with NHS Senior Managers.
- Demonstrate an understanding of internal systems and structures within the organisation and organisational policies and procedures.
- PRINCE 2 project management short course or other project management experience.
Experience
Essential
- Ability to prioritise & reprioritise with a can-do attitude to work demands.
- Confident, approachable and positive with well-developed negotiation & persuasive skills.
- Handle and convey sensitive and confidential staff/ organisational/ patient information with tact, discretion and integrity.
- Strong interpersonal skills, able to engage easily and motivate others and build good working relationships.
- Work autonomously, efficiently and accurately to strict deadlines in a busy office with frequent interruptions.
Desirable
- Forward thinking, conscientious and motivated to improve service provision within remit of role.
- A highly motivated individual with evidence of continued personal development.
Skills and Knowledge
Essential
- Highly computer literate and have a good working knowledge of Windows Packages, including Word & Excel & PowerPoint.
- Highly developed organisational, planning, motivational and delivery skills and able to help to organise others.
- A team player who is self-motivated, manages & prioritises own work with minimal supervision.
- Flexible & adaptable and an accomplished completer /finisher with attention to detail.
- Ability to exercise own judgement and initiative effectively when prioritising work to manage conflicting priorities and able to work under pressure to tight deadlines.
- Ability to maintain confidentiality at all times.
Desirable
- Ability to understand and disseminate complex and differing concepts.
- Innovative proactively presenting ideas for improvement.
- Statistical and quantitative data analysis and ability to collate information and draft reports.
Person Specification
Qualifications
Essential
- Training and relevant experience equivalent to Degree Level.
- Comprehensive IT skills, with a high-level competence in Outlook, Word and PowerPoint.
- Previous experience as a PA or senior secretary with advanced administrative & secretarial skills.
- Previous experience of working in a complex organisation.
- Experience in minute taking/formal note taking experience.
Desirable
- Knowledge of NHS management processes.
- To be able to demonstrate in-depth understanding of NHS national targets and priorities.
- Demonstrate a working knowledge and understanding of working with NHS Senior Managers.
- Demonstrate an understanding of internal systems and structures within the organisation and organisational policies and procedures.
- PRINCE 2 project management short course or other project management experience.
Experience
Essential
- Ability to prioritise & reprioritise with a can-do attitude to work demands.
- Confident, approachable and positive with well-developed negotiation & persuasive skills.
- Handle and convey sensitive and confidential staff/ organisational/ patient information with tact, discretion and integrity.
- Strong interpersonal skills, able to engage easily and motivate others and build good working relationships.
- Work autonomously, efficiently and accurately to strict deadlines in a busy office with frequent interruptions.
Desirable
- Forward thinking, conscientious and motivated to improve service provision within remit of role.
- A highly motivated individual with evidence of continued personal development.
Skills and Knowledge
Essential
- Highly computer literate and have a good working knowledge of Windows Packages, including Word & Excel & PowerPoint.
- Highly developed organisational, planning, motivational and delivery skills and able to help to organise others.
- A team player who is self-motivated, manages & prioritises own work with minimal supervision.
- Flexible & adaptable and an accomplished completer /finisher with attention to detail.
- Ability to exercise own judgement and initiative effectively when prioritising work to manage conflicting priorities and able to work under pressure to tight deadlines.
- Ability to maintain confidentiality at all times.
Desirable
- Ability to understand and disseminate complex and differing concepts.
- Innovative proactively presenting ideas for improvement.
- Statistical and quantitative data analysis and ability to collate information and draft reports.
