Senior Administrator

Birmingham Women's and Children's NHS Foundation Trust

This job is now closed

Job summary

As a Senior Administrator, you will play a pivotal role in providing comprehensive administrative support to a dynamic and fast-paced environment. Your responsibilities will encompass a wide array of tasks, from prioritising daily workloads to facilitating effective communication among various stakeholders. Your attention to detail, communication skills, and commitment to maintaining confidentiality will be crucial in ensuring smooth operations and high-quality patient care.

Main duties of the job

Provide telephone answering services to service users and professionals through the Liberty phone system, efficiently transferring calls or taking messages.
Upload documents to an electronic patient records database, contributing to accurate and accessible patient information.
Support the maintenance of general stationery stock to facilitate smooth office operations.
Handle incoming queries in the shared mailbox, addressing them promptly and effectively.
Validate patient details and demographics, ensuring updates are made on the FTB Database accurately.
Maintain a professional and helpful demeanor, seeking information as needed and recording messages accurately.
Collaborate with the admin team on secretarial tasks when required, fostering a cooperative work environment.
Interact professionally with a multidisciplinary team within the service and staff from other departments, adhering to policies and procedures, and maintaining confidentiality.
Utilise digital audio "Big Hand" for the completion of letters and reports, ensuring accuracy and timely delivery.
Take minutes during team meetings, contributing to effective documentation and follow-up.
Provide cover support to reception, both in-person and over the phone, greeting patients and visitors warmly and professionally.
Serve as the primary contact for specialty doctors, efficiently addressing their administrative needs and inquiries.

About us

Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class physical and mental health care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centred care.

Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.

Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.

Forward Thinking Birmingham (FTB) Mental Health Services are a unique, innovative community and inpatient mental health partnership. Alongside partners FTB offers care pathways of mental health assessment and treatment for young people aged 0-25 years old.

Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.

Date posted

17 November 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 an hour per annum / pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Home or remote working

Reference number

284-23-5590207-MHSCC-2

Job locations

Oaklands Centre

Birmingham

B29 6JB

Job description

Job responsibilities

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust.

When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable).

Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Job description

Job responsibilities

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust.

Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Person Specification

Essential

Educated to GCSE or equivalent: includes English Language at Grade C or above
Working knowledge of MS Office applications, particularly Outlook, Word, Excel, PowerPoint and Access
Current or recent administrative experience in NHS/Health Care or similar setting
Commitment to personal development
Aware of need to maintain high level of confidentiality and conform to all requirements in relation to information governance

Desirable

Knowledge of FTB Database - Carenotes, Rio

Person Specification

Essential

Educated to GCSE or equivalent: includes English Language at Grade C or above
Working knowledge of MS Office applications, particularly Outlook, Word, Excel, PowerPoint and Access
Current or recent administrative experience in NHS/Health Care or similar setting
Commitment to personal development
Aware of need to maintain high level of confidentiality and conform to all requirements in relation to information governance

Desirable

Knowledge of FTB Database - Carenotes, Rio

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.

Certificate of Sponsorship

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