Administrative Co-ordinator/PA

Go back Royal Papworth Hospital NHS Foundation Trust

Administrative Co-ordinator/PA

The closing date is 13 March 2026

We are seeking a highly motivated, experienced, and proactive Administrative Co-ordinator/PA who will play a pivotal role in supporting our Divisional Director, supervising a small but dedicated team of administrative colleagues, and ensuring the smooth and efficient running of our busy service. This position will suit someone who enjoys working in a varied and demanding environment and who takes pride in maintaining excellent standards even when under pressure. No two days are ever the same and that's what makes it such a rewarding and stimulating role.

Main duties of the job

As PA to the Divisional Director, you will provide exceptional administrative and organisational support, helping to ensure the department runs seamlessly day to day. You will provide professional diary management, coordinate meetings and ensure key priorities are always met. You will prepare agendas, take accurate and well structured minutes and follow up on actions with precision and professionalism.

You'll also provide a comprehensive Administrative Co ordinator support to our anaesthetist and ICU consultants, handling a broad range of correspondence and documentation. This includes typing and collating/distributing rotas, producing letters and presentations and preparing other clinical and administrative documents to the highest standard of accuracy and confidentiality.

This role involves day to day supervision of staff within your area. This means leading by example-motivating, mentoring, guiding staff and ensuring effective communication across the team. You'll play a vital role in fostering a positive, inclusive and supportive working culture where everyone feels valued and empowered to do their best work.

About us

Royal Papworth Hospital NHS Foundation Trust is the UK's leading heart and lung hospital, delivering care to more than 50,000 patients a year in its new state of the art hospital in Cambridge. We perform the most heart and/or lung transplants in the UK and carried out the UK's first successful heart transplant in 1979. It also offers emergency heart attack treatment, sleep centre care and is one of just five centres nationally for those in severe respiratory failure.

Based on the Cambridge Biomedical Campus, the largest centre of medical research and health science in Europe, the Trust is at the heart of treatments of the future. Royal Papworth became the first hospital trust in the country to be rated outstanding in all five areas assessed by the Care Quality Commission- a rating it still holds today. The Trust holds its values of compassion, excellence & collaboration at its core, and all colleagues joining the team are expected to uphold these in their day to day roles & interactions. Royal Papworth is proud of its diverse workforce and encourages people to embrace their individuality.

The Trust values difference and welcomes all applications irrespective of age, disability, gender reassignment, marriage and civil partnership, pregnancy & maternity, race, religion & belief, sex and sexual orientation. Providing they meet the minimum post criteria, applicants with disabilities will be offered an interview.

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Job responsibilities

On this page you will find a Role Profile which provides information about the hospital and full details about the role. We recommend that you review this and refer to it as you complete your application. Please include how you will meet the Trust Values Compassion, Excellence and Collaboration. If you would like more information about the role or working at Royal Papworth Hospital, please get in touch with the contact for this role.

Person Specification Qualifications

• Hold a Level 3 qualification achieved either through vocational learning or academic study and can evidence the skills needed to manage a wide range of routine and non routine secretarial processes plus experience as a medical secretary or related field or level 4 qualification.

Experience

• Previous experience of line managing a team or leading a team
• Understanding and experience of working with medical terminology, legal requirements and organisational procedures.
• Experience of applying this knowledge confidently to situations requiring judgement and initiative beyond standard workflows.
• Previous experience of using Microsoft Office Applications
• Knowledge or secretarial or administrative procedures and systems
• Previous experience of minute taking
• Previous experience of audio typing / touch typing
• The ability to communicate sensitive information to colleagues, patients and relatives
• The ability to pay close attention to detail in written and electronic communication and information storage
• Analyse information to resolve problems for patients, carers and staff i.e. diary commitments
• Plan ongoing, non routine activities which require adjustment and forward planning
• The ability to work as part of a multi disciplinary team to ensure high quality secretarial and administrative support
• Utilise personal problem solving skills to assist patients, carers and staff
• Able to organise, prioritise and adjust own workload in relation to the priorities of the department
• Demonstrates personal duty of care in relation to the safe use of equipment and other resources
• Maintains the quality in own work and encourages others to do so
• Ability to share knowledge and skills with other team members
• Previous experience of working in the NHS

Additional Criteria

• Please provide evidence of your commitment to uphold the Trust's values: Compassion, Excellence, Collaboration
• Ability to treat all employees and other hospital information confidentially
• Recognition of factors in maintaining own and others health, safety and security
• Supportive of equality and values diversity

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.

Employer name

Royal Papworth Hospital NHS Foundation Trust