About this role
Job summary
To provide high quality secretarial and reception support to the clinical psychologists and Liaison Psychiatrist so that patient care is delivered efficiently, correspondence is produced accurately and on time and patient pathways are managed smoothly.
The post holder will be based within the Health in Mind team which is a multi-disciplinary team including clinical psychologists, neuropsychologists and a Liaison Psychiatrist.
This is a patient facing role and the job is based in:
The Rainforest Corridor reception
Health in Mind Department (offices)
Duties include sitting at a desk, looking at computer screens/databases and concentrating intensely for prolonged periods of time; whilst coping with interruptions, dealing with enquiries and taking calls from distressed parents.
Main duties of the job
Effectively and professionally welcome patients, visitors, colleagues and Trust Staff into the department/reception area in a friendly and courteous manner
Check Patients in and out of their outpatient appointments on EPIC and notify clinicians of patient/staff arrivals
Book appointments on EPIC in line with local Standard Operating Procedures
Ensure accurate data entry to help the Trust meet targets
Assist with monthly audits
To facilitate communication e.g. answering telephone enquiries, arranging meetings
Supporting the general administration system, which includes prioritisation of own workload and other junior staff
Supervision of junior admin staff
Receive and log incoming calls, taking accurate messages bringing urgent matters to the attention of staff, as appropriate
Respond to general enquiries in a friendly and courteous manner
Provide reception cover during lunchbreaks, sickness and annual leave periods
Set up rooms and photocopy materials in preparation for groups/workshops
Assist senior staff with diary management and organise appointments, meetings, events
Support with daily validation (cashing up on EPIC)
Assist in the ordering of stationery
Support wider administration team including demonstrating administrative duties to new starters or less experienced staff
About us
Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class physical and mental health care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centred care.
Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.
Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.
Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.
Job description Job responsibilities
Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust.
When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable).
Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.
Person Specification
Qualifications Essential
Good standard of secondary education including GCE/GCSE English or equivalent NVQ Level 3 Business Administration or equivalent administrative/secretarial experience
Knowledge & Nature of Experience Essential
Proven experience of word processing to an adequate standard Experience of other secretarial/administrative duties Experience of minute taking
Analytical and Judgement Skills Essential
Identify missing data and follow up appropriately Ability to manage own workload and re-prioritise as necessary to adapt to changing demands Use judgement to escalate urgent issues to clinicians
Professional/Managerial/Specialist Knowledge Essential
Advanced IT Skills e.g. Microsoft packages
Personal Skills/Abilities and Attributes Essential
Good verbal and written communication Pleasant telephone manner Communicate well with families and staff of all levels Able to manage workload on own initiative Able to show understanding of importance of confidentiality
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.
Employer details Employer name Birmingham Women's and Children's NHS Foundation Trust
Address Birmingham children's hospital
Steelhouse Ln, Queensway, Birmingham B4 6NH
Birmingham
B4 6NH
United Kingdom
Employer's website https://bwc.nhs.uk/ (Opens in a new tab)