Band 4 Administration Assistant - PGME

NHS; Birmingham; On-site; GBP 24,000 - 27,000; Full time

Job summary

A NHS organization in Birmingham is seeking a motivated apprentice to join their Postgraduate Medical Education team. The role involves providing administrative support for resident doctors' rotations and requires good communication skills and proficiency in Microsoft Office. This full-time position offers valuable experience in a busy environment where you can contribute to mental health service delivery.

Qualifications

• Knowledge of Microsoft packages - Word/Excel/Outlook/Microsoft Teams.
• Experience of using IT systems and accessing information on intranet and internet.
• Ability to work independently and as part of a team.

Responsibilities

• Undertake administrative duties to support the team.
• Support the coordination of resident doctors' rotations.
• Act as first point of contact for rotation queries.

Skills

Good communication skills

Attention to detail

Flexible and adaptable approach

Ability to maintain accurate records

Education

English & Maths GCSE grade A-C or equivalent

NVQ level 2 in Business Administration or equivalent

Tools

Microsoft Word

Microsoft Excel

Outlook

Microsoft Teams

Job description

Job summary

An opportunity has arisen in the Postgraduate Medical Education Department where we are currently seeking to appoint an enthusiastic and motivated apprentice to join our small but busy team.

The Postgraduate Medical Education team are the first contact for the Resident Doctors prior to rotations that take place 4 times per year.

You will provide an effective and efficient administrative service to support both the Rotation Coordinator and also the Postgraduate Medical Education team for Resident Doctors that are both newly commencing and also continuing in BSMHFT.

Responsibilities

• To undertake a range of administrative duties to support the work of the team.
• To support the all aspects of the coordination of the resident doctors rotations and tracking of all resident doctors requirements via the database associated with the work stream.
• To support the rotation coordinator to inform resident doctors of rotation placements, booking of ILS - Immediate Life support courses and support the onboarding of new and continuing resident doctors.
• To act as first point of contact for all general rotation queries.
• To develop knowledge and skills.
• To be skilled in the use of multiple Microsoft IT packages and various systems relevant to the organisation in order to: write letters or emails, record and analyse data, to provide a range of administrative planning and support in the team.
• Liaise effectively to enquiries from Resident Doctors, Consultants, internal and external stakeholders.
• Provide resident doctors /Consultants information regarding their rotation placements.
• To support / manage the PGME shared inboxes and respond to queries.
• There is a need to be able to work within a busy environment, prioritise workload with accuracy and to deadlines.
• To provide cover for colleagues as appropriate when 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 details

Date posted: 04 November 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,937 to £26,598 a year per annum, pro rata

Contract: Fixed term

Working pattern: Full-time

Reference number: 436-7545910

Job locations: Uffculme Centre, Trust HQ, 52 Queensbridge Road, Moseley, B13 8QY

Person Specification

Education / Qualifications

• Essential: English & Maths GCSE grade A- C or equivalent
• Desirable: NVQ level 2 in Business Administration or equivalent

Experience

• Essential: Knowledge of Microsoft packages - Word/Excel/Outlook/Microsoft Teams
• Essential: Experience of using IT systems and able to access information on intranet and internet
• Essential: Ability to work independently and as part of a team
• Essential: Experience of dealing with people over telephone and assisting with queries
• Essential: Ability to prioritise tasks and workload
• Desirable: Willingness to learn and complete further training relevant to the role
• Desirable: Experience within NHS

Skills

• Essential: Good communication skills both written and verbal
• Essential: Attention to detail
• Essential: Flexible and adaptable approach
• Essential: Able to maintain accurate records

Important information

We highly recommend you submit your application as soon as possible, this post may close earlier than the indicated closing date if a sufficient number of applications are received.

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

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.

Employer details

Employer name: Birmingham and Solihull Mental Health NHS Foundation Trust

Address: Uffculme Centre, Trust HQ, 52 Queensbridge Road, Moseley, B13 8QY

Website: https://www.bsmhft.nhs.uk/