Job summary
This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
The Children and Families Service Division provides a range of services for young people and their families in the West Midlands. All our services are provided by teams of clinical professionals and support staff who aim to provide integrated services in ways that best meet the needs of patients and their families.
Main duties of the job
The post holder will provide a high level administrative and business support on a day to day basis, contributing to the efficient and effective running of all administrative and office systems, adhering to Standard Operating Procedures, where appropriate, within the Children and Families Division Governance Team.
About us
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
- Provide a meet and greet service to all who access the department ensuring a polite, efficient and professional introduction is given to all patients, staff and other visitors, maintaining a signing in/out book.
- To support the provision of a comprehensive administrative word processing service using Microsoft Office packages on a day to day basis, ie audio typing (digital and analogue), databases, spread sheets, email, fax, diary management, filing, scanning.
- Deal with routine correspondence, using own initiative and within the scope of the post. Producing typed routine and non-routine letters reports, agendas and minutes to a high standard as requested by managers and clinicians.
- Undertake data input as required on appropriate information systems.Type clinical correspondence as required and requested by Team Administrators, Managers and Clinicians.
- Respond to and take telephone enquiries, communicating accurate messages, when appropriate. Queries should be passed to the appropriate staff members in a timely fashion.
- Ensure that answer machines are played regularly and that all messages are actively dealt with and communicated.
- Support in planning meetings / events, venues and clinic room bookings required for patients, staff and visitors.
- Open, date stamp and distribute post, (this may also include parcels and delivery of goods) on a daily basis for identified staff within the hub. Where appropriate, action and use own initiative. Ensure all external post is issued in a timely fashion.
- Develop good communications with staff at all levels ensuring information requests and correspondence are dealt with efficiently and effectively.
- To be responsible for the preparation of draft agendas, taking minutes/action notes, and provide other high standard service support for meetings as required ie Admin team meetings, Operational Meetings, MDT and team meetings.
- To maintain a paper and electronic information/filing and retrieval system (archiving) for the hub as appropriate.
- To attend administrative team meetings as directed by line manager.
- Working with and supporting other administrative colleagues as and when required.
- Help with the ordering of stock (stationary) and non-stock items for hub/service if required.
- To provide cover for other administrative staff members during periods of short staffing and absence, ensuring that all administrative tasks are undertaken to support essential operational work throughput.
Job description
Job responsibilities
- Provide a meet and greet service to all who access the department ensuring a polite, efficient and professional introduction is given to all patients, staff and other visitors, maintaining a signing in/out book.
- To support the provision of a comprehensive administrative word processing service using Microsoft Office packages on a day to day basis, ie audio typing (digital and analogue), databases, spread sheets, email, fax, diary management, filing, scanning.
- Deal with routine correspondence, using own initiative and within the scope of the post. Producing typed routine and non-routine letters reports, agendas and minutes to a high standard as requested by managers and clinicians.
- Undertake data input as required on appropriate information systems.Type clinical correspondence as required and requested by Team Administrators, Managers and Clinicians.
- Respond to and take telephone enquiries, communicating accurate messages, when appropriate. Queries should be passed to the appropriate staff members in a timely fashion.
- Ensure that answer machines are played regularly and that all messages are actively dealt with and communicated.
- Support in planning meetings / events, venues and clinic room bookings required for patients, staff and visitors.
- Open, date stamp and distribute post, (this may also include parcels and delivery of goods) on a daily basis for identified staff within the hub. Where appropriate, action and use own initiative. Ensure all external post is issued in a timely fashion.
- Develop good communications with staff at all levels ensuring information requests and correspondence are dealt with efficiently and effectively.
- To be responsible for the preparation of draft agendas, taking minutes/action notes, and provide other high standard service support for meetings as required ie Admin team meetings, Operational Meetings, MDT and team meetings.
- To maintain a paper and electronic information/filing and retrieval system (archiving) for the hub as appropriate.
- To attend administrative team meetings as directed by line manager.
- Working with and supporting other administrative colleagues as and when required.
- Help with the ordering of stock (stationary) and non-stock items for hub/service if required.
- To provide cover for other administrative staff members during periods of short staffing and absence, ensuring that all administrative tasks are undertaken to support essential operational work throughput.
Person Specification
Qualifications
Essential
- GCSE English & Maths or equivalent
- Level 3 qualification e.g. NVQ 3 or equivalent experience
- Word Processing Qualification RSA I/II or equivalent
Experience
Essential
- Ability to demonstrate previous administrative / office experience.
- Ability to maintain office based systems, i.e. filing, ordering and recording.
Desirable
- Experience of diary management
- NHS experience
Skills/Knowledge
Essential
- Ability to populate and monitor databases / spread sheets
- Excellent communication skills, written and verbal
- Thorough understanding of Microsoft packages.
Personal Qualities
Essential
- Ability to work to strict deadlines
- Ability to maintain confidentiality
- Ability to work on own initiative
- To be tactful, diplomatic and discreet.
Desirable
Person Specification
Qualifications
Essential
- GCSE English & Maths or equivalent
- Level 3 qualification e.g. NVQ 3 or equivalent experience
- Word Processing Qualification RSA I/II or equivalent
Experience
Essential
- Ability to demonstrate previous administrative / office experience.
- Ability to maintain office based systems, i.e. filing, ordering and recording.
Desirable
- Experience of diary management
- NHS experience
Skills/Knowledge
Essential
- Ability to populate and monitor databases / spread sheets
- Excellent communication skills, written and verbal
- Thorough understanding of Microsoft packages.
Personal Qualities
Essential
- Ability to work to strict deadlines
- Ability to maintain confidentiality
- Ability to work on own initiative
- To be tactful, diplomatic and discreet.
Desirable
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
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).
