Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Fixed term: 12 months (FTC)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 820-7031600-CF
- Employer
- Birmingham Community Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Children in Care Team, St Stephens Centre
- Town
- Birmingham
- Salary
- £24,625 - £25,674 per annum (pro rata)
- Salary period
- Yearly
- Closing
- 29/06/2025 23:59
Employer heading
Band 3 Administrator- Children in Care Team
Band 3
Job overview
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.
To undertake a range of administrational / clerical support to the clinical and administration teams within the Children in Care Service. Undertaking duties that include; clinical management, filing, data inputting, referral scanning and initiating referrals onto RIO (community patient electronic system) and message management.
To be proficient in the use of desk top computer, dealing with complex and highly sensitive information whilst maintaining accurate and up to date records.
Fixed term 12 Months Full Time 37.5 Hours per week
Working pattern Mon- Fri 8AM - 4PM
Main duties of the job
To be the first point of contact for clinical staff and patients, signposting them to relevant location to resolve routine queries or to escalate more complex queries to the Administration Manager / Clinical Team lead.
To provide both clinical and administrational support to the Children in Care team and assist in the day to day running and development of the Service. Maintaining confidentiality at all times.
To be responsible for providing comprehensive administrational support within the Looked After Children’s Nursing Team. To be responsible for liaising with universal services such as; Social Care and Health.
To use initiative to manage and prioritise workload, to deal with conflicting activities and deadlines to complete tasks successfully.
Receive and relay accurately, the requests for sensitive and complex information from Social Care and Health for Nurse / Doctor Led Assessments by email following agreed departmental policies.
Send out completed assessment reports and sensitive information to relevant / authorised staff requesting the information after the Nurse Assessment has been completed.
Working for our organisation
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
Detailed job description and main responsibilities
Responsible for the typing of patient documents (e.g.: reports), some of which may be of a sensitive / distressing nature.
Update the; Care Plus and Care first / Eclipse systems with confidential information about the individual child / young person.
To make requests and return child records from / to Health Visitors / Secretaries and School Nurses, and to record accurately this transaction onto the Care Plus system.
To process and update records containing confidential information of each child in the residential units, on a two weekly basis.
To produce accurate, routine and ad-hoc quarterly reports and statistical information using Excel Spreadsheets and convert data into graph form as request by the Administration Manager.
Maintain an efficient telephone manner liaising with Internal and external agencies, ensuring courtesy and professionalism at all times and being aware that all information received will need to be treated confidentially and within procedural guidelines.
Assist other team members in providing administrative and clerical duties as deemed appropriate by the Administration Manager/Clinical Lead.
Maintain comprehensive filing systems, both written and electronic. This includes managing three electronic inboxes. Replying / responding to routine queries, ensuring all tasks are completed within timeframes.
Be responsible for the management of office equipment such as; photocopier, fax, printers and shredder etc., and arranging for repairs when appropriate.
Responsible for arranging meetings, booking venues, organising catering, in addition to attending and contributing at meetings as a team member.
To undertake note taking duties that also includes transcribing notes including minutes, at team meetings and during formal CIC and Drs meetings.
To be responsible for the sorting and distributing of incoming and outgoing of internal / external post as required.
To upload / retrieve patient records or other relevant client information via the Care Plus / Care First / Eclipse / RIO System as required, ensuring the accuracy of data and attention to detail at all times.
To collect and collate the renewal of clinical activities and information onto RIO on request, and any other relevant systems within a specific timescale.
Manage the clinical team electronic mail, ensuring action is followed up in a timely manner.
To maintain accurate and timely updating of the Trust’s ESR system, whilst being vigilant to maintain confidentiality at all times.
To participate in and assist with the induction training of new staff as directed by the Administration Manager.
Participate in the Trust’s PDR appraisal system and attend mandatory training courses deemed necessary for the efficiency and effective performance of the role.
To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
Person specification
Qualifications
Essential criteria
- RSA level II/ NVQ Level II or relevant.
- NVQ3 – Business Administration or equivalent.
- GCSE passes in English Language and Maths (grade A-C or equivalent).
Experience
Essential criteria
- Experience of working in an office environment
- Computer literate in Microsoft applications, i.e.: Word, Excel, Outlook, Explorer and Access
- Experience of working within a healthcare environment
Desirable criteria
- Trained in RIO
Skills/knowledge
Essential criteria
- Ability to communicate at all levels including communicating sensitive information
- Demonstrate an ability to prioritise a workload and meet deadlines
- Demonstrate an ability to work on own initiative
- Ability to develop and maintain effective office systems
- Ability to use initiative to resolve basic problems
Other job requirements
Essential criteria
- Ability to work flexibly within, and as part of a team
- To have a flexible approach to work
- Good telephone manner
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Anhar Uddin
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 0121 466 3640
- Additional information
Duty Line- 0121 466 3648
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