Band 5 Personal Assistant

Job summary

The post holder is expected to work flexibly to ensure the requirements of the role are met. They will provide administrative support to the MHL Management. Including diary management, providing activity reports at the request of the MHL Management team as and when required.

The post holder will prepare for committee meetings, lay managers meetings, MHL team meetings, take minutes and prepare agendas for all meetings and submit them in a timely manner.

The post holder will be the first point of contact for the Hospital Lay Managers. They will have sole responsibility for the following:-

• processing the expenses of hospital managers in a timely manner
• be responsible for resolving any issues they may experience in regard to IT such as issues with NHS Mail or ESR
• MHL Administration Team will contact the post holder if there are any issues with the Hospital Lay Mangers with the expectation of this being resolved by the post holder.

The post holder will maintain appropriate Section 12 and Approved Clinician information in line with the Standard Operating Procedure (SOP) and maintain the Trust's section 12 rota.

The post holder will ensure that the MHL Management team have access to the shared drive for access to the s12 data, Hospital Managers information and processes, and be responsible for the up keeping of this drive.

Main duties of the job

- To provide a high level of administrative support to the MHL Management Team, Hospital Lay Managers and Section 12 Doctors.

- To be responsible for minute taking of Board level committees, including preparation of agendas.

- To maintain the section 12 approval register for BSMHFT (This is a live document accessible to all BSMHFT doctors and clinical staff on Connect Page).

- To be responsible for the co-ordination of the Trust-wide section 12 rota. Ensuring that reminders are sent out a week prior to all doctors on the rota and also to Birmingham and Solihull Social Services duty Approved Mental Health Professionals (AMHPs).

- To ensure the collation of expenses and payments for the Hospital Lay Managers are processed in a timely manner and appropriately checked against the relevant information spreadsheet. Working alongside the ESR and Finance Teams.

- To be the main contact for the Hospital Lay Managers in respect of any issue they may experience in relation to their role.

- To prepare and send out documents, prepare and collate documents for the Hospital Lay Managers yearly appraisals. Ensuring that the information is stored correctly in line with Trust policies and procedures.

- Liaising with procurement team to ensure that appropriate stationery and equipment are available to the MHL Management due to agile working.

About us

Welcome to Birmingham and Solihull Mental Health NHS Foundation Trust. Our 4000 clinical and support staff help us to improve mental health wellbeing and meet the needs of the 70,000 people we serve each year. We provide a range of mental healthcare services across Birmingham and Solihull, as well as specialised services nationally. We also offer medical, nursing and psychology training and are proud of our international reputation for both research and innovation.

Our population is culturally diverse, characterised in places by high levels of deprivation which create an increasing demand for our services and a necessity for us to make sure everyone can access the help they need. We are a team of compassionate, inclusive and committed people working together to provide excellent care to support our community. If you are looking for a place to belong, where you can make a real difference to people's lives, join our team where our warm welcome is waiting for you.