Band 5 Executive Personal Assistant - Trust HQ

Birmingham and Solihull Mental Health NHS Foundation Trust

Oct 22

Applications are closed

Job
Full-time
Mid & Senior Level
Government & Politics
People, HR & Administration
Birmingham

Requirements

It is essential that the post holder has excellent keyboard, project management and communication skills and to be conversant with a range of computer packages including Excel and Word.
Responsible for dealing with all enquiries and correspondence made by post, email or telephone, prioritising accordingly all correspondence and messages, drawing attention to any marked ‘urgent’ or ‘high priority’
Responsible for setting up effective and efficient systems for messages and information management
Responsible for ensuring confidentiality is maintained at all times in accordance with the Data Protection Act, Trust policy and good practice
Providing a comprehensive secretarial service to Director/s, including the word processing of reports, letters, production of presentation material and setting up effective filling systems for storage of the documentation
Proactively managing and maintaining a comprehensive electronic diary management service, arranging meetings and making appointments
Servicing meetings, including preparation of agenda, minute taking, circulation of appropriate documentation, locating venues and arranging hospitality as required
Monitoring annual leave, study leave and sick leave for staff reporting to the directorate/s completing turn-round document accordingly
The post holder will be required to provide cover for colleagues during periods of absence and leave, as and when required in the interests of the service

Responsibilities

The successful candidate will be responsible for all aspects of Executive-level support, including but not exclusive to, diary management, minuting of high-level meetings and production of accurate, well-presented correspondence, writing high-level reports, and project management of document-related activities, e.g. policy reviews and management on-call.
The post holder will be responsible for arranging and servicing meetings. The production of presentation material and reports and ensuring that service contacts receive a prompt response to all correspondence and enquiries. The post holder will be required to make decisions within delegated authority, on behalf of the relevant Director/s.
Responsible for dealing with all enquiries and correspondence made by post, email or telephone, prioritising accordingly all correspondence and messages, drawing attention to any marked ‘urgent’ or ‘high priority’
Responsible for setting up effective and efficient systems for messages and information management
Responsible for ensuring confidentiality is maintained at all times in accordance with the Data Protection Act, Trust policy and good practice
Providing a comprehensive secretarial service to Director/s, including the word processing of reports, letters, production of presentation material and setting up effective filling systems for storage of the documentation
Proactively managing and maintaining a comprehensive electronic diary management service, arranging meetings and making appointments
Servicing meetings, including preparation of agenda, minute taking, circulation of appropriate documentation, locating venues and arranging hospitality as required
Monitoring annual leave, study leave and sick leave for staff reporting to the directorate/s completing turn-round document accordingly
The post holder will be required to provide cover for colleagues during periods of absence and leave, as and when required in the interests of the service

FAQs

What is the main responsibility of the Band 5 Executive Personal Assistant?

The main responsibility is to provide comprehensive executive-level support to the Executive Medical Director, including diary management, meeting servicing, correspondence, report writing, and project management.

What skills are essential for this position?

Essential skills include excellent keyboard and communication skills, project management capabilities, and proficiency in computer packages including Excel and Word.

Are there any specific qualifications required for this role?

While specific qualifications are not listed, relevant experience as a Personal Assistant and proficiency in administrative tasks are essential.

Will the post holder have to manage confidential information?

Yes, the post holder will be responsible for maintaining confidentiality in accordance with the Data Protection Act and Trust policy.

Is experience in meeting servicing required?

Yes, the post holder will need to service meetings, which includes preparing agendas, minute taking, and arranging meeting logistics.

Who should I contact for further details or informal visits about this position?

You can contact Lorraine Joyce, Senior Executive Assistant, via email at lorrainejoyce@nhs.net or by telephone at 0121 301 1319.

Will the role require managing correspondence?

Yes, the post holder will be responsible for dealing with all enquiries and correspondence made by post, email, or telephone, prioritizing accordingly.

Is flexibility required in this role?

Yes, the post holder will be required to provide cover for colleagues during periods of absence and leave as needed.

Is there an opportunity for professional development within the Trust?

Yes, Birmingham and Solihull Mental Health NHS Foundation Trust offers various opportunities for training, professional growth, and development for its staff.

What is the Trust's commitment to diversity?

The Trust is committed to providing compassionate, inclusive, and committed mental health care to a culturally diverse population, ensuring everyone can access the help they need.

Birmingham and Solihull Mental Health NHS Foundation Trust

Our vision is simple: improving mental health wellbeing.

Science & Healthcare

Industry

1001-5000

Employees

Mission & Purpose

Birmingham and Solihull Mental Health Foundation Trust (BSMHFT) is proud to provide inpatient, community and specialist mental health care for over 71,000 people across Birmingham and Solihull and the West Midlands. Our services include rehabilitation, addiction, secure care, home treatment, assertive outreach, early intervention, place of safety and wellbeing. We also manage the delivery of mental health care in HMP Birmingham. With 5,300 staff working across 40 sites - and serving a culturally and socially diverse population of 1.3 million people – we are one of the biggest and most complex mental health trusts in the country.