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Band 5 Personal Assistant / Office manager

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Birmingham and Solihull Mental Health NHS Foundation Trust

8d ago

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

AI generated summary

  • You must manage inquiries and correspondence efficiently, relay urgent issues promptly, establish effective info management systems, and handle complaints timely to relevant authorities.
  • You will manage diaries, coordinate meetings, handle correspondence, prioritize messages, and support other PAs while ensuring timely resolution of issues and processing complaints.

Requirements

  • * Responsible for dealing with all enquiries and correspondence made by post, e-mail or telephone, prioritising accordingly all correspondence and messages, drawing attention to any marked ‘urgent’ or ‘high priority’.
  • * Responsible for relaying any urgent messages/problems immediately to the relevant Associate Director and the Head of Nursing, or other appropriate individuals, and proactively sourcing information to speed resolution.
  • * Responsible for setting up effective and efficient systems for messages and information management.
  • * Responsible for processing complaints appropriately and in a timely manner, bringing to the attention of the relevant Associate Director and the Head of Nursing and managers.

Responsibilities

  • The post holder will be responsible for arranging and servicing meetings, coordinating day to day diary management, 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 Associate Director and the Head of Nursing. The post holder will be required to manage and support other PAs within the ICCR management office
  • Responsible for dealing with all enquiries and correspondence made by post, e-mail or telephone, prioritising accordingly all correspondence and messages, drawing attention to any marked ‘urgent’ or ‘high priority’.
  • Responsible for relaying any urgent messages/problems immediately to the relevant Associate Director and the Head of Nursing, or other appropriate individuals, and proactively sourcing information to speed resolution.
  • Responsible for setting up effective and efficient systems for messages and information management.
  • Responsible for processing complaints appropriately and in a timely manner, bringing to the attention of the relevant Associate Director and the Head of Nursing and managers.

FAQs

What are the primary responsibilities of the Band 5 Personal Assistant/Office Manager?

The primary responsibilities include arranging and servicing meetings, managing day-to-day diary schedules, producing presentation materials and reports, and ensuring prompt responses to correspondence and enquiries.

Who will I be supporting in this role?

You will be supporting the Associate Director and the Head of Nursing, as well as managing and supporting other PAs within the ICCR management office.

What type of correspondence will I be handling?

You will be handling enquiries and correspondence made by post, email, or telephone, prioritizing them accordingly and relaying urgent messages to relevant individuals.

How will urgent messages be managed?

Urgent messages and problems must be relayed immediately to the relevant Associate Director and the Head of Nursing, with proactive sourcing of information to expedite resolution.

What kind of systems will I be setting up?

You will be responsible for setting up effective and efficient systems for messages and information management.

What is the protocol for handling complaints?

Complaints must be processed appropriately and in a timely manner, with significant issues brought to the attention of the relevant Associate Director, Head of Nursing, and managers.

What is the working environment like at Birmingham and Solihull Mental Health NHS Foundation Trust?

Birmingham and Solihull Mental Health NHS Foundation Trust has a culturally diverse population and a team committed to providing compassionate and inclusive care, ensuring access to mental health services for the community.

Who can I contact for further details or informal visits regarding the job?

You can contact Liz Cooksey, the Business Support Manager, via email at l.cooksey@nhs.net or by telephone at 07985882910.

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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.