Band 5 Personal Assistant - Secure Care and Offender Health

Job summary

Applicants must be conversant with the Microsoft Office suite, have RSA III or equivalent typing qualification and have excellent written and oral communication skills. The role includes organisation of office systems including maintaining correspondence logs, electronic diaries and bring forward systems, and ensuring deadlines are met and papers available as required.

Main duties of the job

• To provide Personal Assistant support to two Heads of Service, this includes opening, recording, and distribution of post daily email; producing quality documents (letters, reports etc) and despatching appropriately; responding efficiently and effectively to telephone enquiries.

• The post holder will be required to make decisions within delegated authority, on behalf of the Associate Director and the Clinical Director.

• Provide a senior secretarial service to meetings including booking rooms, arranging refreshments, preparation, and distribution of papers and agendas, producing OHP/electronic presentations documents, taking appropriate minutes as necessary and co-ordinating of follow up action.

• Undertake, coordinate, and monitor administrative tasks as required by the Administrative Manager to include development and maintenance of relevant databases, compilation of ad hoc and regular reports.
• The post holder will be expected to work under own initiative, prioritising workload in line with the objectives of the Heads of Service and Senior Management Team.

• To deal promptly with complex internal and external issues including enquiries and complaints as appropriate, using initiative to both identify the elements of the matter and problem solve.

To undertake adhoc project work on behalf of the Head of Service / Business Support Manager.

• Oversee co-ordinating and finalising the 3-monthly on-call rota for the Secure Care senior medical staff.

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.