Personal Assistant/Coordinator

Job summary

This is a permanent post. The hours are part time, 30 hours per week.

We have an exciting opportunity to join our established and welcoming administration team within the Integrated Children in Care Service. We are proud of our supportive team culture, where staff wellbeing is a priority and colleagues work collaboratively to deliver a high-quality service to children, young people and partner agencies.

Working closely with nurses, medical advisors, social care teams, GP practices, local authorities and NHS organisations, you will help ensure statutory timescales are met and that accurate, high-quality medical reports are produced. You will proactively monitor workloads, maintain service databases, support audits and performance reporting, and contribute to the continuous improvement of service processes.

This role would suit someone who is highly organised, proactive and confident managing competing priorities. Excellent communication, attention to detail and the ability to build effective working relationships are essential, along with the confidence to handle sensitive and complex information with professionalism and discretion.

If you enjoy working as part of a friendly, dedicated team where your contribution makes a real difference to the lives of children and young people, we would love to hear from you.

Main duties of the job

You will organise and coordinate clinics and appointments, manage referrals and associated paperwork, and ensure medical reports are progressed within statutory timescales. You will pre-populate reports using information from a range of clinical systems, monitor workflow, identify potential delays, and proactively resolve or escalate issues to ensure an efficient service.

Acting as the first point of contact for social care and partner agencies, you will build effective working relationships with social workers, GP practices, local authorities and NHS organisations both within and outside Gloucestershire.

You will organise and attend regular liaison meetings with Children's Social Care, manage the team's shared inbox, maintain accurate databases for performance monitoring and commissioner reporting, support audits and service improvement initiatives, and monitor action plans to ensure agreed actions are completed within required timescales.

The role also includes creating and maintaining accurate electronic child records within agreed Trust timescales, overseeing the service's online filing systems, ensuring records are managed in line with organisational policies and information governance requirements, monitoring stock and office supplies, and maintaining equipment as required.

About us

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Details

Date posted

03 July 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum (pro rata)

Contract

Permanent

Working pattern

Part-time

Reference number

327-26-527

Job locations

Rikenel

Montpelier

Gloucester

GL1 1LY

United Kingdom

For further information and to apply, click on the APPLY BUTTON at the bottom of this advert to view the supporting documents or apply online