Job summary
- Main area
- Administrative Support
- Grade
- NHS AfC: Band 4
- Contract
- Secondment: 12 months (1 x WTE - flexible working pattern available between 8am and 6.30pm)
- Hours
- Full time - 37.5 hours per week (37.5 hours per week)
- Job ref
- 216-DH-CO7887068
- Employer
- University Hospitals Plymouth NHS Trust
- Employer type
- NHS
- Site
- Derriford Hospital
- Town
- Plymouth
- Salary
- £27,485 - £30,162 Per Annum
- Salary period
- Yearly
- Closing
- 06/04/2026 23:59
Employer heading
Administrative Assistant to Chief Medical Officer Responsible Officer
NHS AfC: Band 4
Job overview
Job Purpose:
The post holder will provide comprehensive, efficient, organised and confidential administrative and governance support for the Responsible Officer (RO) function, exercising judgement to make robust decisions using initiative.
The primary focus of the role is on the effective organisation and management of the monthly Responsible Officer Advisory Group (ROAG) meeting, Medical Staffing Panel (MSP) meeting and Medical Workforce Board (MWB) meeting. This role will act as a link between the RO function and the Medical Workforce Team.
Main duties of the job
Key Dimensions:
This role provides critical administrative end-to-end coordination of high-profile meetings such as the Responsible Officer Advisory Group (ROAG), Medical Staffing Panel (MSP) and the Medical Workforce Board (MWB), ensuring these forums run smoothly and deliver on their objectives.
The post holder will maintain robust systems for recording decisions, tracking actions, and managing statutory compliance, while safeguarding sensitive information with the highest level of discretion.
Beyond meeting management, the role supports the Responsible Officer function through accurate documentation, timely correspondence, and proactive process alignment with the Medical Workforce Team. Flexibility is key, as the post holder may provide cover for other administrative roles within the CMO’s office, ensuring continuity of service in a dynamic and fast paced environment.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Detailed job description and main responsibilities
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
-
Handle sensitive and confidential information with discretion.
-
Manage all correspondence received in the office relating to RO matters, overseeing a system for appropriately tracking and sharing to ensure all correspondence is responded to in a timely and professional manner.
-
Provide high-level administrative support specifically related to the RO function. Making and receiving telephone calls to ensure prompt response to queries, which will often be of a sensitive or confidential nature.
-
Manage a forward look of key interactions and issues, to support the work of the RO function.
-
The post holder will be expected to have a role in quality assuring communications that go out of the RO function.
-
Ensure all documentation and correspondence related to RO duties is accurate, timely and compliant with statutory requirements.
-
Maintain and update the ROAG database updating with all correspondence, phone calls and notes. Liaising with stakeholders.
-
Plan, organise, and manage all aspects of the monthly ROAG meeting, including scheduling, agenda preparation, minute-taking and action tracking and monitoring.
-
Liaise with internal and external stakeholders to ensure attendance and engagement.
-
Maintain accurate records of ROAG decisions and ensure compliance with statutory requirements. Entering, tracking and storing correspondence in the electronic tracking system. The post holder will be occasionally required to analyse the data from the system and produce reports.
-
Act as the first point of contact for queries relating to ROAG.
-
Plan, organise, and manage all aspects of the monthly MSP meeting, including scheduling, agenda preparation, minute-taking and action tracking and monitoring.
-
Act as the first point of contact for queries relating to MSP.
-
Plan, organise, and manage all aspects of the monthly MWB meeting, including scheduling, agenda preparation, minute-taking and action tracking and monitoring.
-
Act as the first point of contact for queries relating to MWB.
-
Work closely with the Medical Workforce Team to share relevant information and align processes where necessary.
-
The post holder will manage their own workload and assist the wider CMO Team, in undertaking tasks and providing cross cover for other administrative roles in the CMO’s office when required.
-
The post holder will provide some administrative and diary management support to the Deputy Chief Medical Officer.
-
Maximise the use of technology to improve efficiency and office processes
-
Identify training and development needs and attend appropriate courses to ensure a good working knowledge of required systems.
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Person specification
Qualifcations
Essential criteria
- Educated to diploma level or able to demonstrate the equivalent level of knowledge, skills and demonstrable experience
Knowledge & Experience
Essential criteria
- Proven knowledge and experience of a full range of administrative services acquired through training and relevant experience
- Demonstrable experience communicating sensitive and confidential information.
- Demonstrable experience managing and running high-profile meetings.
Desirable criteria
- Proven knowledge of governance processes and regulatory compliance.
- Demonstrable experience working in the NHS.
SKILLS
Essential criteria
- Strong organisational and time management skills.
- Excellent meeting coordination and minute-taking ability.
- Ability to handle complex and sensitive information.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Tracy Marsh
- Job title
- Executive Assistant to Chief Medical Officers
- Email address
- [email protected]
- Telephone number
- 01752 439751
List jobs with University Hospitals Plymouth NHS Trust in Administrative Services or all sectors