About this role
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. **
Part Time 16hrs per week.
The Administration Assistant/Receptionist provides administrative and reception support to the Community Paediatric Service. The post holder will be a first point of contact for patients, families and professionals, undertaking a range of duties including managing enquiries, maintaining patient records, processing correspondence and supporting the efficient delivery of outpatient clinics. Working as part of a multidisciplinary team, the post holder will ensure a professional, confidential and high-quality service at all times.
Main duties of the job
Provide administrative support to outpatient clinics, including answering telephone enquiries and relaying messages. Prepare, track, retrieve, file and archive patient medical records in line with Information Governance standards. Process clinical correspondence, reports and referrals, ensuring accurate patient information and timely distribution/scanning. Support clinic administration by preparing clinic lists, arranging interpreters, handling clinic documentation and processing activity sheets. Maintain and update patient records on the Patient Administration System (PAS). Liaise with consultants, medical secretaries, Central Booking Service and other healthcare professionals to support service delivery. Manage incoming and outgoing post and provide general office support, including stationery monitoring and equipment issues. Assist with routine administrative tasks, including repeat prescription administration and routine correspondence as required. Ensure departmental procedures, Trust policies and administrative standards are followed at all times. Undertake other duties appropriate to the role and support the Trust's sustainability objectives.
About us
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust - known as BCHC - and its 5,000 staff are dedicated to delivering the best care they can to those using our services, and to helping build healthy communities.
The team deliver more than 100 different NHS services for people of all ages - from birth through childhood and adult life to older years.
BCHC provides core community health services for the 1.1 million people of Birmingham and also a range of specialist rehabilitation and dental services for the 6.5 million people across the wider West Midlands region.
BCHC colleagues are focused on delivering safe, high quality care, working across a range of locations including people's own homes, community clinics and hospital settings. BCHC actively works in integrated style with a range of partner organisations across health and social care, and promotes equitable access for all to NHS services.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.
Job description Job responsibilities
Comply with all Trust policies and procedures and departmental Standard Operating Procedures. To undertake other duties commensurate with this grade of post in agreement with the relevant line manager. To minimise the Trusts environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases.
Person Specification
Qualifications Essential
5 or more GCSE/O levels which must include English and Maths at Level C or above OR equivalent
Experience Essential
Previous office experience in a role involving dealing with the public Experience of working within a team
Skills/knowledge Essential
Internet - email Office procedures Use of written and spoken English Excellent communication skills to relate to both staff and members of the public Self-motivated and able to prioritise own workload Ability to be flexible in order to support a number of staff PC skills Windows XP, Excel
Other job requirements Essential
To act responsibly and professionally at all times
Desirable
Ability to travel between bases as required
Personal qualities Essential
Tact, empathy, efficiency, good organizational and communication skills, team worker, adaptable, flexible and self motivated Good telephone manner
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 Community Healthcare NHS FT
Address Heartlands Hospital
Bordesley Green E
B9 5SS
United Kingdom
Employer's website https://www.bhamcommunity.nhs.uk/ (Opens in a new tab)