Personal Assistant to Divisional Leads (Medicine) Full Time NEW

Hello – I’m Calum, Divisional Director of Operations for Medicine, and I’m delighted you’re considering joining our team. You’ll also be working closely with Fenella, our Divisional Director for Medicine, and Jo, our Divisional Director of Nursing for Medicine. Together, we’re looking for a PA who brings warmth, brilliant organisation and a reassuring sense of calm to our busy days.

Are you the sort of person who gets a small thrill from a perfectly colour‑coded diary? Do you secretly enjoy solving problems people didn’t even know they had yet? Are you brilliantly organised, great with people, and the kind of person who quietly keeps everything (and everyone!) on track?

If so – welcome. You may be our new PA.

We’re after someone friendly, proactive and quietly heroic – a Personal Assistant who helps people do their best work and occasionally saves the day with nothing more than a well‑timed email. You’ll be joining a team that genuinely cares about one another, works with purpose and compassion, and values someone who brings both heart and efficiency to the role.

Main duties of the job

You’ll sit right at the heart of our division, keeping everything running smoothly, even when the days are busy (and sometimes beautifully chaotic). You’ll be the person who notices what needs doing before anyone else asks… and who brings a calm, positive presence.

Executive And Administrative Support

Providing a confidential PA service to senior leaders, preparing high‑quality correspondence, briefings and reports, and independently drafting documents to progress actions.

Diary, Email And Information Management

Managing complex diaries, prioritising and rearranging schedules, monitoring inboxes, triaging urgent issues and using an effective bring‑forward system to keep leaders prepared.

Communication And Coordination

Acting as a key point of contact, communicating confidently with senior clinicians, managers, partner organisations, patients and families, and handling sensitive information with professionalism. Ensuring clear information flow across teams.

Meetings And Project Support

Organising meetings and travel, preparing agendas and papers, taking accurate minutes and following up actions. Supporting project work and tracking progress.

Systems And Office Management

Maintaining efficient filing and tracking systems, monitoring compliance and leave, and suggesting improvements to administrative processes.

Working for our organisation

At the RUH we put people at the heart of what we do, working together as one team to make a difference for our patients, each other, and our community. No matter what your role is, we value everyone’s contribution in supporting the exceptional, person-centred care we pride ourselves on.

We are proud to be in the top 20 best hospitals to work for in the country.

We are committed to creating a compassionate and inclusive environment. This can be seen in our growing community of staff networks – celebrating successes and creating opportunities to listen and learn. We value our differences, champion kindness and civility, and truly believe that diversity makes us stronger.

A culture of learning, developing and innovating is the thread that runs throughout our whole organisation. We want to support you to thrive, taking your career to its full potential.

We value staff wellbeing, with a well-established programme of support. We believe in a holistic approach spanning all aspects of living a healthy life, including physical, emotional, spiritual and financial wellbeing. We’ve even got a pool!

We are committed to supporting you and hope you want to join our team. In the meantime, find out more about living and working the beautiful historic city of Bath, learn about our extensive package of staff benefits, and read about how we’re providing healthcare fit for the future with the landmark Dyson Cancer Centre and our passion for research.

Detailed Job Description And Main Responsibilities

Who we’re hoping to find

We’d Love To Find Someone Who Is

• Experienced in a senior‑level PA or administrative role
• A team player who reflects our Trust values with kindness and integrity
• Someone who can communicate with absolutely everyone – from consultants to patients – with warmth, tact and clarity
• A person who isn’t fazed by sensitive matters, complex workflows, or occasionally chaotic days
• Highly organised, with great attention to detail
• Proactive, adaptable and happy juggling different tasks

Why you’ll enjoy working with us

You’ll be joining a genuinely supportive team. We’re committed to delivering excellent care but we also make time for humour, kindness, and helping one another through the busier moments.

Person specification

Physical skills, mental and emotional effort

Essential criteria

• Remain impartial and non‑judgemental in sensitive or high‑pressure situations, and manage frequent interruptions while concentrating on complex tasks requiring immediate action

Specific skills

Essential criteria

• Organisation, planning and prioritisation: Proven ability to manage complex diaries/workloads, plan activities months ahead, manage projects to deadline, and perform effectively under pressure while balancing the needs of team
• Communication and relationship‑building: Excellent written and verbal communication (including drafting letters), strong presentation and interpersonal skills, able to liaise across different teams
• Teamworking, flexibility and proactive approach: A strong team player who is adaptable to changing demands, anticipates needs, and takes initiative to resolve issues and keep work moving

Knowledge and experience

Essential criteria

• High‑level secretarial experience with excellent IT and keyboard skills, including advanced proficiency in Outlook, Word, Excel, PowerPoint, MS Teams and internet use, plus the ability to produce accurate work at speed
• Exceptional organisational, communication and interpersonal skills, including managing sensitive and complex information with tact, handling callers professionally, presenting data clearly, and coordinating and briefing multiple senior managers independently

Please note – Due to recent changes in UK immigration and visa rules applicants who do not currently have the right to work in the UK may not be considered unless an alternative right to work solution can be provided. Candidates requiring sponsorship (or will need sponsorship at the end of a current visa e.g. those with graduate visa’s) should review the eligibility criteria on the gov.uk website before applying: Prove your right to work to an employer: Overview – GOV.UK

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if we receive a high number of applications. We strongly encourage you to complete and submit your application in good time to ensure it can be considered.

Documents to download

• Personal Assistant to Divisional Leads (Medicine) (PDF, 509.0KB)
• Join the RUH (PDF, 1.3MB)

Further details / informal visits contact

Name Calum Macgregor Job title Divisional Director of Operations for Medicine Email address calum.macgregor@nhs.net Telephone number 01225 824877 Additional information

Informal contact very welcome

If you’re proactive, compassionate, brilliantly organised and fancy being the backstage powerhouse of a busy division, we’d absolutely love to hear from you.

If you’d like to chat before applying – to ask questions, understand the team better or simply get a feel for the role – please do get in touch. You are also very welcome to contact Paula Adley, PA to the Divisional Leads (Surgery), for an informal conversation about the role from the perspective of someone currently doing the job(paula.adley@nhs.net / 01225 824877).

Interviews are scheduled to take place on Thursday 30 April.