Job summary
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.
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.
The successful post holder will need an in depth understanding of the Integrated Care Board and system partnerships including commissioning responsibilities.
The successful candidate will be able to connect well with colleagues, build trusting relationships, internally and externally to influence positive change.
Our Trust Values Compassionate, Inclusive and Committed are very important to us, and the successful candidate will be expected to model behaviours that are aligned to them.
You will be expected to work in a hybrid way, and you will be provided with the necessary IT equipment to support you to do so. Our operations cover the whole of Birmingham and Solihull and the support to the Chief Nursing Officer is crucial to the successful delivery of all services.
Main duties of the job
- 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 relaying any urgent messages/ issues immediately to the relevant Director/s or other appropriate individuals and proactively sourcing information to speed resolution
- Responsible for setting up effective and efficient systems for messages and information management
- 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
- Ensuring all post received in the department is date stamped, actioning and drafting responses where possible
- 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
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
- 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 relaying any urgent messages/ issues immediately to the relevant Director/s or other appropriate individuals and proactively sourcing information to speed resolution
- Responsible for setting up effective and efficient systems for messages and information management
- 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
- Ensuring all post received in the department is date stamped, actioning and drafting responses where possible
- 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
Job description
Job responsibilities
- 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 relaying any urgent messages/ issues immediately to the relevant Director/s or other appropriate individuals and proactively sourcing information to speed resolution
- Responsible for setting up effective and efficient systems for messages and information management
- 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
- Ensuring all post received in the department is date stamped, actioning and drafting responses where possible
- 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
Person Specification
Training & Qualifications; Experience & Skills
Essential
- Further training or significant experience in working knowledge of all Microsoft packages.
- Experience working at a senior secretary level
- Experience of dealing with a range of disciplines and agencies at senior/Executive level.
- Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales.
- Professional calm and efficient manner.
- Effective organiser
- Excellent standard of verbal and written communication skills.
- Strong listening skills, being able to demonstrate empathy towards people in distress
- Ability to work under pressure and meet deadlines and to prioritise/organise workload.
- To be able to live and uphold the Trust values daily and through every aspect of your work
- Respect confidentiality. Ability to assertive without being rude or aggressive
Desirable
- Previous experience in similar role in public sector
- Knowledge of NHS data bases.
Person Specification
Training & Qualifications; Experience & Skills
Essential
- Further training or significant experience in working knowledge of all Microsoft packages.
- Experience working at a senior secretary level
- Experience of dealing with a range of disciplines and agencies at senior/Executive level.
- Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales.
- Professional calm and efficient manner.
- Effective organiser
- Excellent standard of verbal and written communication skills.
- Strong listening skills, being able to demonstrate empathy towards people in distress
- Ability to work under pressure and meet deadlines and to prioritise/organise workload.
- To be able to live and uphold the Trust values daily and through every aspect of your work
- Respect confidentiality. Ability to assertive without being rude or aggressive
Desirable
- Previous experience in similar role in public sector
- Knowledge of NHS data bases.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
