Job vacancy: Band 2 Receptionist/Administrator, Birmingham Community Healthcare NHS Foundation Trust, Birmingham

Job summary

Main area: Administration
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: Part time - 30 hours per week (N/A)
Job ref: 820-7883908-ASR

Employer: Birmingham Community Healthcare NHS Foundation Trust
Employer type: NHS
Site: Moor Green Unit, Moseley Hall Hospital
Town: Birmingham
Salary: £24,465 per annum
Salary period: Yearly
Closing: 14/04/2026 23:59

Band 2 Receptionist/Administrator

NHS AfC: Band 2

Detailed job description and main responsibilities

Responsible for covering the reception desk and reception area, providing a meet and greet service ensuring a polite, efficient and professional introduction is given to all patients, staff and other visitors.

Book BISC appointments and add to clinical diaries using service database

To input all BISC referrals onto service database

To upload BISC documents onto service database

Maintain a visitor signing in/out book and ensure the reception area is presentable, tidy and safe. Reporting any issues through the appropriate channels.

Ensure patients/visitors are seen within agreed standards, ensuring escalation procedures are followed and any other issues or concerns are escalated to appropriate staff.

On arrival of patients to reception, book patients in and verify their demographic details.

When required ask patients or carers to complete any identified questionnaires.

· To engage with all visitors and proactively signpost them to the most appropriate area.

· To deal with any verbal queries, concerns or complaints from patients, clients or visitors in a professional manner and escalate to appropriate staff.

· Monitoring and supporting the Moor Green and BISC waiting lists. Removing, adding and transferring patients within the wait lists

Follow agreed procedures, log any estates issues reported ensuring any issues are escalated through the appropriate channels.

Liaise with transport and interpreting services when required and escalate any issues to the appropriate staff.

· Provide administrative support to the patient pathway process, ensuring information is recorded timely and accurately on to identified information systems. Ensuring any delays to the patient are escalated to the appropriate staff.

· Ensure patients/visitors are seen within agreed timescales, ensuring escalation procedures are followed and any other issues or concerns are escalated to appropriate staff.

· To ensure on arrival of patients to reception, patient are booked in and verify their demographic details.

· On a daily basis deal with telephone enquires/queries received into the service ensuring any messages are communicated timely and accurately.

· Check identified answer machine messages and generic email accounts at regular intervals throughout the day ensuring all messages are actively dealt with and communicated to the relevant person/team.

· Follow local procedures to produce electronic and written correspondence this may include: emails, letters, reports, agenda’s, minutes and standardised templates.

· Maintain department manual and electronic filing systems, ensuring systems are regularly maintained and archiving is completed to local and Trust policies and procedures

n Undertake photocopying or collation and distribution of information in relation to the work of the Service.

Provide support to the service during periods of short staffing levels by completing priority tasks identified by the Supervisor/Team lead to ensure smooth running of the service.

Assist the supervisor/team lead to create and develop standards and procedures in relation to the role to ensure they are up to date.

Where identified, assist new employees or work experience placements with on the job training or shadowing for administration tasks related to the role. (Placements may be patients, volunteers, school leavers etc.).

To attend any identified meetings, these may include team meetings, referral meetings etc.

Assist with the completion or preparation of audits as directed by the Supervisor/Team lead.

Person specification

Essential

Essential criteria

GCSE level or equivalent in Maths and English
Relevant experience in a similar role
Knowledge of database input and databases producing standard reports
IT skills including Word, Excel and Outlook
Excellent interpersonal communication skills
Ability to work as part of a team

Desirable criteria

Experience working in the NHS or Public Sector
Knowledge of NHS information systems

Esential and Desirable

Essential criteria

Good Organisational Skills

UK Home Office Visa Sponsorship requirements

In accordance with UK Home Office requirements, Band 2 clinical and non-clinical roles and Band 3 Non-Clinical roles are not eligible for sponsorship.

Please note that the majority of non-clinical roles (Agenda for Change Band 3 - 6) with the exception of those which appear on this list - link, will not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK.

All non-clinical roles (Agenda for Change Bands 7 - 9) that meet the prescribed skill level (RQF 6) and salary threshold will be eligible for sponsorship.

The Trust will accept applications from candidates who can evidence their right to work in the UK or via alternative visa routes.

Disability Confident Employer and Guaranteed Interview Scheme

BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification. We encourage applicants to submit their applications and to request any reasonable adjustments where required.

Equality, Diversity and Inclusion

As part of our ongoing commitment to being a Great Place to Work, we actively foster and support a workplace culture that is inclusive and equitable for all staff, patients and service users.

We are dedicated to creating an inclusive environment where everyone feels welcomed and valued. We encourage applications from individuals of all backgrounds, including those with diverse abilities, experiences, and perspectives.

We are also dedicated to supporting the career progression of colleagues from underrepresented backgrounds into this role and more senior roles within the Division and the wider organisation.

Promoting Workforce Equality

In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.

The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

DBS Costs

Please be aware that all new employees starting work with the Trust will be charged for the cost of their DBS check if it is required for the role. The cost will be deducted from your salary in 3 payments over a 3-month period once you start employment. By applying for this role, you are agreeing to these deductions being made. The charges for the DBS include the administration fee. The total costs are £26.40 for a standard check and £54.40 for an enhanced check. The level of check will be determined by the post you are applying for. For bank Workers the full cost of the DBS check (as detailed above) will be deducted from your pay following completion of your online mandatory training. No payment will be made for your online training until it is all complete and verified by the Temporary Staffing Team. Please note: You will not be able to work any bank shifts until you have completed your mandatory training, and your DBS is in place.

Flexible Working

Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.

In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!

Using Artificial Intelligence

Birmingham Community Healthcare NHS Foundation Trust acknowledges Artificial Intelligence (AI) or Generative AI (GenAI) tools such as ChatGPT, Claude, Copilot, Gemini etc; are powerful tools that can help you in various stages of your job application and how they can be used in certain circumstances during your application process with BCHC. You can read more about acceptable use on our internet pages here

Benefits of working for us:

Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
Attractive relocation payment if you relocate to the local area.
Discounts for local and national retailers
Dedicated well-being services for all employees
Flexible working where possible