Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent: Working 5 days out of 7 on a shift basis.
- Hours
- Full time - 37.5 hours per week (Shift working)
- Job ref
- 820-6976665-COM-A
- Employer
- Birmingham Community Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Priestley Wharf
- Town
- Birmingham
- Salary
- £24,625 - £25,674 per annum
- Salary period
- Yearly
- Closing
- 02/07/2025 23:59
Employer heading
Band 3 Care Co-ordination Centre Administrative Assistant
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 provide an administrative service to the Urgent Care Bureau, ensuring that administrative systems and procedures are carried out in an efficient manner and day-to-day issues are managed proactively. They will provide a professional and competent service by answering the Single Point of Access telephone line, managing calls, taking details, and passing them to clinical members of staff where appropriate. The role requires the post holder to meet deadlines, achieve results and work using their own initiative.
Main duties of the job
1. Handling and inputting referrals into RIO / managing clinical diary
2. Be a point of contact for personal or telephone callers to the centre, taking messages, details of referrals and redirecting calls where necessary.
4. To maintain a working knowledge of the Trust Services and where they can be accessed.
5. Exercise tact, diplomacy, empathy and patience when dealing with patients, carers and family who are distressed, emotional or bereaved daily. Use Customer Care skills when dealing with callers who may be verbally abusive.
6. Be responsible for incoming/outgoing post on a day-to-day basis, including confidential material, redirecting where necessary.
7. Arrange and provide administrative support to meetings, including assisting with preparation of papers and taking minutes of meetings and transcribing as required. Contribute to these meetings where appropriate.
8. To use NHS computer systems including Rio and to input data onto Rio as required.
9. To ensure that the confidentiality of personal information remains secure and that the Terms of the Data Protection Act are met in respect of personal information held within the Primary Care Trust computer systems and manual systems.
10. Assist with the general upkeep and tidiness of the office, for example updating and maintaining the notice boards ensuring out of date information is removed and current information is displayed.
Working for our organisation
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.
Detailed job description and main responsibilities
Safeguarding
It is the responsibility of all staff to always safeguard and protect children and adults at risk and staff must report any concerns as per Safeguarding Children and Safeguarding Adults polices, which are available on the Trust’s intranet. Every member of staff must undertake regular mandatory safeguarding training at a level relevant to the role.
Smoking
The Trust operates a No Smoking policy.
Mobility
Whilst the post holder will be based at Priestley Wharf this is a Trust wide appointment and travel around the Trust may be required.
Confidentiality
Your attention is drawn to the confidential nature of information collected within the National Health Service. The unauthorised use or disclosures of patient or other personal information is regarded as gross misconduct and will be subject to the Trust’s Disciplinary Procedure and, in the case of both computerised and paper-based information, could result in a prosecution for an offence or action for civil damages under the Data Protection Act 1998.
Sustainability
The Trust attaches great importance to sustainability and Corporate Social Responsibility. It is therefore the responsibility of all members of staff to ensure that the Trusts resources are used efficiently with minimum wastage throughout their daily activities.
Person specification
Essential
Essential criteria
- GCSE English and Maths or equivalent
- • Relevant office/admin experience
- • Good working knowledge of Microsoft Office
- • Demonstrate an ability to prioritise a workload and
- • Ability to use initiative to resolve basic problems
- • Excellent interpersonal communication skills
- • Commitment to effective team working
- • Ability to work as part of a team
- • Ability to be flexible with approach to work
Desirable criteria
- NVQ 3 in Business Administration or equivalent experience
- • Demonstrate a high level of accuracy
- • Knowledge of the patient Record systems
- • Proficient in Microsoft Office functions.
Desirable
Desirable criteria
- • 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
- Evette Reid
- Job title
- Operations Support Manager
- Email address
- [email protected]
- Telephone number
- 07517466380
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