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Job summary

Main area
Administration
Grade
Band 4
Contract
6 months (Fixed term)
Hours
Full time - 37.5 hours per week
Job ref
820-8160235-DEN
Employer
Birmingham Community Healthcare NHS Foundation Trust
Employer type
NHS
Site
Birmingham Dental Hospital
Town
Birmingham
Salary
£28,392 - £31,157 (per annum)
Salary period
Yearly
Closing
06/09/2026 08:00
Interview date
23/09/2026

Employer heading

Birmingham Community Healthcare NHS Foundation Trust logo

Band 4 Personal Assistant / Senior Administrator - General Management

Band 4

Job overview

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 a member of the Divisional Trimvirate 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

Working for our organisation

IMPORTANT

  • Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process.
  • Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details and postal address.

Be Part of Our Team...

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.

Detailed job description and main responsibilities

There is an exciting opportunities for an experienced Personal Assistant to join a friendly team within General Management and Nursing department. 

the post will provide an 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. 

Please see the attached job description and person specification for a more detailed description.

Person specification

Qualifications/Training

Essential criteria
  • 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 criteria
  • OCR IT in Outlook, Excel

Experience

Essential criteria
  • 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 criteria
  • 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 criteria
  • Excellent IT skills and proficient with MS Office applications
  • Ability to accurately populate and monitor databases and spread sheets 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

Employer certification / accreditation badges

Veteran AwareApprenticeships logoNo smoking policyDefence Employer Recognition Scheme (ERS) - SilverMindful employer.  Being positive about mental health.Disability confident employerStep into health

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

***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***

Documents to download

Apply online now

Further details / informal visits contact

Name
Catherine Johnson
Job title
Office Manager/PA
Email address
[email protected]
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