Job Summary
This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
The post holder will provide a high level, competent, comprehensive administrative support to the Divisional Triumvirate and/or Senior Management Team (SMT).
The post holder will have day to day management for staff within a dedicated administrative team who will be responsible for delivering an effective service.
The post holder will act as the Personal Assistant (PA) to a designated member of the Divisional Triumvirate and/or SMT.
To provide cross cover within the General Management and Nursing Administration Teams at times of short staffing levels to ensure the smooth delivery of services within the Division.
Main duties of the job
* Provide the first point of contact on behalf of the Triumvirate and/or Senior Manager for written and telephone enquiries on behalf of the Senior Manager, using judgement to establish the validity and priority of the contact.
* To provide a customer focused service and be able to communicate effectively and appropriately with patients and staff at all levels.
* Manage and maintain the Triumvirate and/or Senior Managers' diary or appointment system, ensuring that utilisation of time and allocation of appointments is appropriate.
* Facilitate meetings/events; issuing invites to attendees including circulation of any relevant paperwork, booking venues to include any IT requirements, produce minutes/action logs and assist with the overall smooth running of the meeting/event.
* Process and submit expense claims, ensuring that travel, mileage, vehicle documentation and receipts are accurate prior to submission for approval.
* Support with the organisation of HR events such as staff consultations, investigation interviews and panel hearings as requested following HR policies and procedures liaising with senior members of staff, HR, staff and Trade Unions as appropriate and including taking accurate verbatim notes from interviews and hearings.
About us
Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.
Date posted
24 March 2025
Pay scheme
Agenda for change
Band
Band 4
Salary
£26,530 to £29,114 a year (per annum)
Contract
Fixed term
Duration
12 months
Working pattern
Full-time
Reference number
820-7059188-DEN
Job locations
Birmingham Dental Hospital
5 Mill Pool Way
Birmingham
B5 7EG
Job Description
Job responsibilities
There is an exciting opportunity for an experienced Personal Assistant to join a friendly team within General Management and Nursing department.
The post will provide expert secretarial and administrative support to the General Management team and Senior Management Team.
Main duties of the Job
Applicants must be highly competent with all Microsoft packages and have proven high level minute taking skills. Attention to detail and a high degree of skill in receiving complex and sensitive information and managing it effectively are essential components of the job. Evidence of exemplary communication skills are vital together with the ability to prioritise and work to deadlines.
Person Specification
Qualifications/Training Essential
* GCSE English and Maths Grade A-C or equivalent
* OCR Award/Certificate in Text Processing/Word Processing or equivalent qualification
* NVQ3 Business Administration or equivalent.
* RSA III in Typing or Word Processing or equivalent.
* Evidence of continued learning and development.
Desirable
* OCR IT in Outlook, Excel.
Experience Essential
* Relevant experience of secretarial/administration in an office environment
* Experience of using Microsoft systems including word processing, excel and outlook
* Experience of maintaining filing systems.
* Relevant experience of diary management, arranging meetings, booking venues, etc.
* Experience with dealing with matters of a sensitive and confidential nature.
Desirable
* Relevant experience of handling petty cash.
* Experience of providing meeting administration support, formal minutes/note taking.
* Experience of using electronic staff records finance and rota systems.
* Line management or supervisory experience.
Skills/Knowledge Essential
* Excellent IT skills and proficient with MS Office applications
* Ability to accurately populate and monitor databases and spreadsheets with an eye for attention to detail.
* Excellent ability to communicate at all levels effectively, written/verbal.
* Excellent organisational skills and ability to prioritise and meet deadlines.
* Ability to deliver a high level of accuracy and consistency in all work undertaken.
* Knowledge of paper and electronic records management.
* Ability to use initiative to resolve problems.
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.
Employer details
Employer name
Birmingham Community Healthcare NHS FT
Address
Birmingham Dental Hospital
5 Mill Pool Way
Birmingham
B5 7EG
Employer's website
https://www.bhamcommunity.nhs.uk/ #J-18808-Ljbffr