Band 4 Personal Assistant/Management Administrator

Birmingham and Solihull Mental Health NHS Foundation Trust; Birmingham; On-site; GBP 28,000 - 31,000; Part time

Job summary

Birmingham and Solihull Mental Health NHS Foundation Trust is seeking a proactive Band 4 Personal Assistant/Management Administrator to support Psychology and Occupational Therapy services. This part-time role (27.5 hours per week) is based in Birmingham, supporting senior managers and clinical teams to keep operations running smoothly.

You will manage diaries, arrange and service meetings, prepare presentations and reports, and maintain confidential staff records.

Qualifications

• GCSE English or above and excellent grammar.
• NVQ Level III in Business Admin or equivalent.
• Evidence of IT skills and proficient in Microsoft Office.
• Evidence of proficient keyboard and digital skills.

Responsibilities

• Provide comprehensive PA and administrative support to senior managers.
• Diary management, arrange and service meetings, prepare presentations and reports.
• Support Psychology and Occupational Therapy teams with workforce administration and service reporting.
• Maintain confidential staff records and recruitment processes.

Skills

Senior secretarial experience

Support senior management

Keyboard skills

MS Office

Education

GCSE English

NVQ Level III in Business Admin

Tools

MS Office

Job description

Birmingham and Solihull Mental Health NHS Foundation Trust

Band 4 Personal Assistant/Management Administrator

The closing date is 30 October 2026

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.

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 responsibilities

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

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

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 name

Birmingham and Solihull Mental Health NHS Foundation Trust

£28,392 to £31,157 a yearper annum, pro rata