Job summary
The post holder will provide a high level, competent, comprehensive administrative support to the Heads of Service.
The post holder will have day to day management for staff within a dedicated administrative team who will be responsible for delivering an effective service.
The post holder will act as the Personal Assistant (PA) to a dedicated Head of Service.
To provide cross cover within the Clinical Groups at times of short staffing levels to ensure the smooth delivery of services within the Division.
Main duties of the job
- Support other members of the Clinical Group on a day to day basis to ensure a turnaround of 14 days for the typing of clinical letters is adhered to, by prioritising and managing own and team workload including outsourcing
- Review and prioritise all correspondence received requiring clinical input, ensuring that any further information required by the Head of Service is made available
- Promote and implement the use of outsourcing application, for all non-urgent clinical letters ensuring Standard Operational Procedures (SOP) are followed and preparing urgent clinical letters where required.
- Complete quality control checks across administration functions within the Clinical Groups i.e. review standard of outsourced / urgent letters and ensure SOPs are adhered too.
- Provide the first point of contact for written and telephone enquiries on behalf of the Head of Service, using judgement to establish the validity and priority of the contact
- Manage and maintain the Heads of Service diary or appointment system, ensuring that utilisation of time and allocation of appointments is appropriate.
- Facilitate meetings/events; issuing invites to attendees including circulation of any relevant paperwork, booking venues to include any IT requirements, produce minutes/action logs, and assist with the overall smooth running of the meetings.
About us
IMPORTANT
- Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process.
- Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details and postal address
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.
Job description
Job responsibilities
Please see the attached job description and person specification for a further detailed description on the post.
Job description
Job responsibilities
Please see the attached job description and person specification for a further detailed description on the post.
Person Specification
Qualifications/Training
Essential
- NVQ3 Business Administration or equivalent.
- OCR Award/Certificate in Text Processing/ Word Processing or equivalent qualification.
- RSA III in Typing or Word Processing or equivalent.
- Evidence of continued learning and development
Desirable
Experience
Essential
- Relevant medical secretarial/ administrative experience in an office environment
- Experience of producing clinical correspondence
- Experience of using Microsoft systems including word processing, excel and outlook
- Experience of maintaining filing systems.
- Relevant experience of diary management, arranging meetings booking venues etc.
- Experience of providing meeting administration support, formal minutes/note taking.
- Experience with dealing with matters of a sensitive and confidential nature.
Desirable
- Experience of using electronic staff records finance and rota systems.
- Line management or supervisory experience
Skills/Knowledge
Essential
- Excellent IT skills and proficient with MS Office applications.
- Ability to accurately populate and monitor databases and spread sheets with an eye for attention to detail.
- Excellent Ability to communicate at all levels effectively, written/verbal
- Excellent Organisational Skills and ability to prioritise and meet deadlines.
- Ability to deliver a high level of accuracy and consistency in all work undertaken.
- Knowledge of paper and electronic records management
- Ability to use initiative to resolve problems
Desirable
- Knowledge of medical terminology
Other job requirements
Essential
- Ability to establish effective working relationships.
- Ability to identify own personal and professional development needs.
- Ability to travel to other bases as required
- Ability to undertake further training and development as required for post.
Personal Qualities
Essential
- Excellent inter-personal skills
- Reliability and flexibility
- Able to work on own initiative
- Committed team player
- Motivation to develop self and others
- Adaptable/flexible attitude to work
Person Specification
Qualifications/Training
Essential
- NVQ3 Business Administration or equivalent.
- OCR Award/Certificate in Text Processing/ Word Processing or equivalent qualification.
- RSA III in Typing or Word Processing or equivalent.
- Evidence of continued learning and development
Desirable
Experience
Essential
- Relevant medical secretarial/ administrative experience in an office environment
- Experience of producing clinical correspondence
- Experience of using Microsoft systems including word processing, excel and outlook
- Experience of maintaining filing systems.
- Relevant experience of diary management, arranging meetings booking venues etc.
- Experience of providing meeting administration support, formal minutes/note taking.
- Experience with dealing with matters of a sensitive and confidential nature.
Desirable
- Experience of using electronic staff records finance and rota systems.
- Line management or supervisory experience
Skills/Knowledge
Essential
- Excellent IT skills and proficient with MS Office applications.
- Ability to accurately populate and monitor databases and spread sheets with an eye for attention to detail.
- Excellent Ability to communicate at all levels effectively, written/verbal
- Excellent Organisational Skills and ability to prioritise and meet deadlines.
- Ability to deliver a high level of accuracy and consistency in all work undertaken.
- Knowledge of paper and electronic records management
- Ability to use initiative to resolve problems
Desirable
- Knowledge of medical terminology
Other job requirements
Essential
- Ability to establish effective working relationships.
- Ability to identify own personal and professional development needs.
- Ability to travel to other bases as required
- Ability to undertake further training and development as required for post.
Personal Qualities
Essential
- Excellent inter-personal skills
- Reliability and flexibility
- Able to work on own initiative
- Committed team player
- Motivation to develop self and others
- Adaptable/flexible attitude to work
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).
