Band 4 Personal Assistant/Management Administrator in Birmingham

Band 4 Personal Assistant/Management Administrator

Band 4

Main area Personal Assistant Grade Band 4 Contract Permanent Hours Part time - 27.5 hours per week Job ref 436-8341099

Site Juniper Centre Town Birmingham Salary £28,392 - £31,157 per annum, pro rata Salary period Yearly Closing 30/10/2026 23:59 Interview date 09/11/2026

Please note that this post may close earlier than the indicated closing date if a sufficient number of applications are received.

Job overview

We are looking for an organised, proactive and skilled PA/Management Administrator to join our administration team, providing essential support across Psychology and Occupational Therapy services.

This varied role is central to the effective day-to-day running of the service, supporting senior managers and clinical teams to deliver high-quality care. You will work in a fast-paced environment, building positive working relationships with colleagues across the Trust and helping to ensure that key operational, workforce and governance processes run smoothly.

The successful candidate will be an excellent communicator with strong organisational skills, the ability to manage competing priorities and a commitment to delivering a professional and responsive administrative service. Working as part of a wider administration team, you will play an important role in supporting service delivery and maintaining business continuity across the department.

Hours of work: Monday to Wednesday, 9.00am to 4.30pm and Thursday, 9.00am to 4.00pm (27.5 hours per week).

Main duties of the job

The post holder will provide comprehensive PA and administrative support to senior managers, including diary management, arranging and servicing meetings, preparing presentations and reports, and acting as a key point of contact for enquiries and correspondence, ensuring timely and professional responses.

The post holder will provide dedicated administrative support to the Psychology and Occupational Therapy teams, including action tracking, workforce administration, service reporting and supporting quality improvement and service development initiatives.

The post holder will maintain confidential staff records and associated documentation, supporting processes such as recruitment, appraisal, supervision and other workforce activities, ensuring records are accurate, up to date and compliant with Trust policies and information governance requirements.

The post holder will support the effective flow of information across services by managing electronic communications, maintaining information management systems, escalating urgent matters where appropriate while maintaining strict standards of confidentiality at all times.

Working for our organisation

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.

Detailed job description and main responsibilities

See job description and person specification for further details.

We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK)

Person specification

Training and Qualifications

• GSCE English or above and ability to demonstrate excellent use of the English language/grammar
• NVQ Level III in Business Admin or equivalent
• Evidence of IT skills and proficient in the use of Microsoft office software.
• Evidence of proficient keyboard and digital skills.

Knowlege and Experience

• Senior secretarial experience in the NHS
• Significant experience of providing secretarial support at senior management level
• Equivalent knowledge and experience gained through previous administrative roles
• Support reporting requirements, monitoring action arising from meetings and maintaining and updating action trackers and documentation

Our Trust is committed to treating individuals fairly and ensuring they have the same opportunities to fulfil their potential, even if this means doing things differently for different people sometimes. We are working hard to ensure our workforce reflects the diversity within Birmingham and Solihull and that our services meet the needs of all diverse service users and carers.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice pre-employment checks will be undertaken before any appointment is confirmed. As part of the selection process you may be required to undergo a Disclosure and Barring Service (DBS) check, however all cases of criminal record history are dealt with on a case by case basis.

Please note, if applicable for your role you will be required to cover the cost of your DBS certificate. This will be deducted from your salary over 3 months.

All successful applicants will be required to complete the Trust’s induction programme. The Fundamental (Statutory and Mandatory) training will be in an e-learning format. You will be required to complete training modules online (approx. 9-14 hours depending on post) by the end of your second week with us.

If you are successful at the shortlisting stage of the recruitment process we may contact you via email to advise you of the interview details. Please ensure you access your email account from which you applied regularly once the position has closed. Our selection process may involve more than one interview or assessment.

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. However, please ensure that you check if this role meets the eligibility criteria for sponsorship. Non UK /Republic of Ireland candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Browse: Work in the UK - GOV.UK (www.gov.uk) . The minimum salary threshold for a Health and Social Care is £25,000 and for the Skilled Worker route is £38,700. If the starting salary for this role is below this, we will not be able to provide sponsorship.

Relocation expenses may be reimbursed subject to eligibility. The policy provides for reimbursement up to £8,000.

Please note - if you are applying for a role within Police custody, due to Police Vetting requirements you must have been a UK resident for the last years.

Employer certification / accreditation badges

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.

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