Job Description

Personal Assistant

22.5 hours per week - Salary is Pro rated

Role Purpose

Provide personal support to the Executive team and other senior leaders as well as aiding the Executive Assistant in administrative duties.

Main Responsibilities

Executive Support and Diary Management


Contribution: Act as a key point of contact for executives and others, managing correspondence, phone calls, diaries, and appointments while ensuring they are reminded of important tasks and deadlines. Supporting the Executive Assistant to manage incoming and outgoing communication. Outcome: Enables executives to manage their time effectively and focus on strategic priorities by reducing administrative burden and maintaining seamless communication. Allows the Executive Assistants skills to be utilised most effectively.


Corporate Meetings and Governance Administration

Contribution: Support the planning and delivery of the annual cycle of corporate meetings, including preparing agendas, circulating business packs, minute-taking, and ensuring governance reporting is accurate and timely. Outcome: Ensures meetings are well-organised, effectively documented, and compliant with governance standards, contributing to strong organisational oversight.

Stakeholder Engagement and Information Management

Contribution: Maintain up to date stakeholder contact lists and liaise with internal and external parties. Including and particularly in the absence of the Executive Assistant. Support PML website and newsletter updates by acting as coordinator between senior leaders for information cascade and change and the IT team for uploading and sharing. Outcome: Supports clear communication channels and builds positive relationships with key stakeholders and partners.

Operational and Research support

Contribution: Assist in preparing reports, presentations, and correspondence, and support background research and event coordination to aid executive decision making and operational activity. Outcome: Enhances the effectiveness of senior leadership by providing high quality information, logistical support, and well organised documentation

Person Specification

Essential Qualifications

GCSE or A Level English or equivalent

Desirable Qualifications

NVQ level 4 in Business Administration

Essential Experience

Experience with runningdiaries, scheduling meetings and taking minutes Experience in independently managing projects, processes, or initiatives Experience in maintaining accurate records

Desirable Experience

Experience in providing administrative support within a professional environment Experience in a similar role in commercial business or NHS environment

Essential Skills and Attributes

Excellent written and verbal communication skills Excellent Time management and organisation skills Excellent use of MS office applications Excellent and accurate data entry skill Good Communication Skills; both verbal and written with a professional telephone manner

Essential Behaviours and Attributes

Collaborative, able to build positive relationships with colleagues and stakeholders Attention to detail and accuracy

Desirable Behaviours and Attributes

Proactive and able to work independently * Adaptable and able to manage competing priorities