Job summary
An exciting opportunity has arisen to join a dynamic and multi-skilled team within the Medical Directorate. We are seeking a highly organised, experienced and proactive individual to provide comprehensive administrative and secretarial support across a range of workstreams and projects (predominately relating to Medical Staff Professional Practice, but not limited to) within the Executive Medical Director's portfolio.
The successful candidate will deliver a high-quality support service, encompassing diary and email management, meeting coordination and servicing, call handling with accurate message relay, and the maintenance of effective information systems.
This role forms an integral part of a collaborative team environment, with the post holder contributing to the wider Medical Directorate function, offering cross-cover support as needed.
Main duties of the job
The successful candidate will work collaboratively as a member of the team, to ensure that an excellent administrative service is provided by supporting the Executive Medical Director, Deputy Medical Directors, Associate Medical Director (Pharmacological Therapies), Chief Psychologist and wider team.
The ideal candidate will bring proven experience in supporting medical workforce initiatives and/or professional practice programmes and is required to have a high level of competence in Microsoft Office packages, communication and organisational skills.
Additionally it is essential that the post holder is able to prioritise their own workload, working visibly as a fully integrated, effective and responsive member of the Corporate Medical Director Team.
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.
Job description
Job responsibilities
Please see the attached job description and person specification for further information on this role.
This is a hybrid role comprising of home working with required attendance at on site locations across the Trust/city with core office hours being 9-4 Monday to Friday.
We highly recommend you submit your application as soon as possible, this post may close earlier than the indicated closing date if a sufficient number of applications are received.
We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK)
Job description
Job responsibilities
Please see the attached job description and person specification for further information on this role.
This is a hybrid role comprising of home working with required attendance at on site locations across the Trust/city with core office hours being 9-4 Monday to Friday.
We highly recommend you submit your application as soon as possible, this post may close earlier than the indicated closing date if a sufficient number of applications are received.
We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK)
Person Specification
Education / Qualifications
Essential
- Educated to GCSE level C and above. Minimum of 5 to include English language.
- RSA III typing or word processing
- NVQ Level 4 in Business Administration or equivalent
Desirable
- Shorthand or minute taking qualification.
- AMSPAR
Experience
Essential
- Significant current higher level administrative experience including typing, data input, organising meetings, preparing agendas and business letter writing.
- Experience of implementing office systems, policies and procedures.
- Experience of working in a diverse and challenging environment, where priorities change and adjustment to working practices are made.
- Experience in minute taking of complex formal meetings ensuring a high degree of accuracy and comprehensiveness.
- Demonstrable experience of supporting medical workforce workstreams and projects, e.g medical appraisal, job planning, medical education.
Desirable
- Previous experience of working in an NHS setting
- Experience in organising complex activities or programmers.
- Experience of medical terminology
Skills & Knowledge
Essential
- Knowledge of frameworks, guidance and arrangements in relation to medical appraisal and revalidation with an awareness of the mandatory nature of the GMC appraisal and revalidation requirements
- Knowledge of medical staff job planning processes and their management.
- Practical knowledge of full range of administrative systems (Paper and electronic)
- Excellent knowledge of Microsoft Office software, including: oWord to produce minutes, letters and reports. oExcel to maintain databases. oPowerPoint to produce presentations. oOutlook to manage and schedule work and diaries.
- Knowledge of all relevant administrative procedures, including knowledge of dealing with a range of non- routine activities e.g answering queries and progress chasing
- Proven organisation and planning skills including the ability to formulate and adjust plans.
- Professional communication skills in dealings with colleagues by telephone and in writing, including ability to deal with difficult situations in a tactful and professional manner
- Ability to work flexibly and under pressure, to multi-taskand to influence and negotiate with the team over priority of work.
- Ability to generate agendas with minimal supervision.
- Ability to work on own initiative.
- Accuracy and attention to detail.
- Ability to relate to all levels of the organisation and to liaise successfully with members of other organisations.
- Ability to undertake online research or audits.
- Ability to analyse range of facts and make judgments to highlight potential problems.
- Excellent keyboard skills.
Person Specification
Education / Qualifications
Essential
- Educated to GCSE level C and above. Minimum of 5 to include English language.
- RSA III typing or word processing
- NVQ Level 4 in Business Administration or equivalent
Desirable
- Shorthand or minute taking qualification.
- AMSPAR
Experience
Essential
- Significant current higher level administrative experience including typing, data input, organising meetings, preparing agendas and business letter writing.
- Experience of implementing office systems, policies and procedures.
- Experience of working in a diverse and challenging environment, where priorities change and adjustment to working practices are made.
- Experience in minute taking of complex formal meetings ensuring a high degree of accuracy and comprehensiveness.
- Demonstrable experience of supporting medical workforce workstreams and projects, e.g medical appraisal, job planning, medical education.
Desirable
- Previous experience of working in an NHS setting
- Experience in organising complex activities or programmers.
- Experience of medical terminology
Skills & Knowledge
Essential
- Knowledge of frameworks, guidance and arrangements in relation to medical appraisal and revalidation with an awareness of the mandatory nature of the GMC appraisal and revalidation requirements
- Knowledge of medical staff job planning processes and their management.
- Practical knowledge of full range of administrative systems (Paper and electronic)
- Excellent knowledge of Microsoft Office software, including: oWord to produce minutes, letters and reports. oExcel to maintain databases. oPowerPoint to produce presentations. oOutlook to manage and schedule work and diaries.
- Knowledge of all relevant administrative procedures, including knowledge of dealing with a range of non- routine activities e.g answering queries and progress chasing
- Proven organisation and planning skills including the ability to formulate and adjust plans.
- Professional communication skills in dealings with colleagues by telephone and in writing, including ability to deal with difficult situations in a tactful and professional manner
- Ability to work flexibly and under pressure, to multi-taskand to influence and negotiate with the team over priority of work.
- Ability to generate agendas with minimal supervision.
- Ability to work on own initiative.
- Accuracy and attention to detail.
- Ability to relate to all levels of the organisation and to liaise successfully with members of other organisations.
- Ability to undertake online research or audits.
- Ability to analyse range of facts and make judgments to highlight potential problems.
- Excellent keyboard skills.
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.
