Job summary
To provide comprehensive administrative leadership and project support to the STICK Youth Mental Health team and Mental Health Support Team (MHST).
Main duties of the job
Taking direction from the Clinical Leads in the successful delivery of projects,work and initiatives to support their roles.
Coordination and delegation of administrative duties determined by the above leads, including but not exclusively; organising meetings and all administrative tasks associated with this, updating of a range of spread sheets, including patient trackers and creating meeting agendas.
To provide wider administrative support to the departments, in collaboration with other administrative staff.
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.
Job description
Job responsibilities
STICK / MHST 37.5 hours per week
Ensure the efficient and effective management of the administrative and support systems, including the day-to-day supervision of the administrative support staff within the STICK and MHST Administration teams.
Co-ordination of the STICK and MHST teams processes, including dealing with and responding to emails and correspondence; daily oversight of the NHS mailboxes for both services liaising with a range of stakeholders such as Local Authorities, schools, children's services, Forward Thinking Birmingham (FTB) clinicians and other services.
Assist with the preparation of forthcoming meetings and events including booking venues, preparing agendas, completing minutes and detailing schedules.
Work with the FTB Managers and operational support managers to ensure that long term solutions to problems are rectified by identifying any weaknesses within current systems and developing new processes to address these weaknesses
Co-ordination of administrative responsibility for maintaining the Case discussion spread sheet tracker, to include updating all relevant information shared via email and ensuring that all actions are recorded and followed up until completion.
Collating the production of reports, such as commissioner requests for various patient information and data, i.e., number of children in care that are currently under FTB.
Ensuring the delegation of associated administration tasks and ensuring adequate cover during periods of leave.
Line Management of administrative team including PDRs, management meetings and training.
Any other administrative duties that are required to support the service
This job description is an indication of the type and range of tasks that are expected of the post holder, and other duties may be required, in line with the role and the banding. It will be reviewed and amended from time to time in consultation with the postholder to take account of changing organisational need.
Job description
Job responsibilities
STICK / MHST 37.5 hours per week
Ensure the efficient and effective management of the administrative and support systems, including the day-to-day supervision of the administrative support staff within the STICK and MHST Administration teams.
Co-ordination of the STICK and MHST teams processes, including dealing with and responding to emails and correspondence; daily oversight of the NHS mailboxes for both services liaising with a range of stakeholders such as Local Authorities, schools, children's services, Forward Thinking Birmingham (FTB) clinicians and other services.
Assist with the preparation of forthcoming meetings and events including booking venues, preparing agendas, completing minutes and detailing schedules.
Work with the FTB Managers and operational support managers to ensure that long term solutions to problems are rectified by identifying any weaknesses within current systems and developing new processes to address these weaknesses
Co-ordination of administrative responsibility for maintaining the Case discussion spread sheet tracker, to include updating all relevant information shared via email and ensuring that all actions are recorded and followed up until completion.
Collating the production of reports, such as commissioner requests for various patient information and data, i.e., number of children in care that are currently under FTB.
Ensuring the delegation of associated administration tasks and ensuring adequate cover during periods of leave.
Line Management of administrative team including PDRs, management meetings and training.
Any other administrative duties that are required to support the service
This job description is an indication of the type and range of tasks that are expected of the post holder, and other duties may be required, in line with the role and the banding. It will be reviewed and amended from time to time in consultation with the postholder to take account of changing organisational need.
Person Specification
Education/Qualifications
Essential
- Proven experience in the use of all Microsoft products
- Extensive use of Microsoft Excel
Knowledge and Experience
Essential
- Extensive administration experience (minimum three years)
- Able to work to tight deadlines
- Able to support the production of reports, business papers, project documentation, agendas, minutes, and any other documents used within the department.
- Experience of successfully operating in a politically sensitive environment
- Works to a high level of accuracy and attention to detail
- Able to extract, interpret and analyse information via the use of Microsoft excel and any other systems used within the team
- Demonstrated capability to plan over short-, medium- and long-term timeframes and adjust plans and resource requirements accordingly
- Ability to work at pace with a large volume of emails and referrals
- Experience of line management / delegation
- Experienceofprovidingadministrativesupport in setting up and implementing internal processes and procedures
Personal Qualities / Disposition
Essential
- Ability to work within a larger team
- Ability to be flexible
- Ability to work in a fast-paced environment
- Self-motivating and able to work on own initiative
- Reliable and organised
- Ability to communicate well and to form positive working relationships with staff at all levels
Person Specification
Education/Qualifications
Essential
- Proven experience in the use of all Microsoft products
- Extensive use of Microsoft Excel
Knowledge and Experience
Essential
- Extensive administration experience (minimum three years)
- Able to work to tight deadlines
- Able to support the production of reports, business papers, project documentation, agendas, minutes, and any other documents used within the department.
- Experience of successfully operating in a politically sensitive environment
- Works to a high level of accuracy and attention to detail
- Able to extract, interpret and analyse information via the use of Microsoft excel and any other systems used within the team
- Demonstrated capability to plan over short-, medium- and long-term timeframes and adjust plans and resource requirements accordingly
- Ability to work at pace with a large volume of emails and referrals
- Experience of line management / delegation
- Experienceofprovidingadministrativesupport in setting up and implementing internal processes and procedures
Personal Qualities / Disposition
Essential
- Ability to work within a larger team
- Ability to be flexible
- Ability to work in a fast-paced environment
- Self-motivating and able to work on own initiative
- Reliable and organised
- Ability to communicate well and to form positive working relationships with staff at all levels
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
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).
Employer details
Employer name
Birmingham Women's and Children's NHS Foundation Trust
Address
Printing House
5th Floor, 1 Printing House Street
Birmingham
B4 6DF
Employer's website
https://bwc.nhs.uk/ (Opens in a new tab)
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