About this role
Job summary
An opportunity has arisen to join the Single Point of Access (SPOA) team as a Bank Administrative Assistant, based at Priestley Wharf. This is a Bank Level 3, zero-hours position, providing administrative support to help ensure the efficient day-to-day operation of the service.
You will provide a professional and responsive service, answering the Single Point of Access telephone line, managing calls and referrals, accurately recording information and directing enquiries to appropriate clinical colleagues where required. The role also involves using NHS computer systems, databases and Microsoft applications alongside a range of general administrative duties.
We are looking for someone with relevant office or administrative experience, good Microsoft Office skills and excellent communication and organisational abilities. You will need to be comfortable working on your own initiative, prioritising your workload and meeting deadlines whilst contributing effectively as part of a team.
Shift pattern - 20:00-08:00
Main duties of the job
As a Bank Administrative Assistant, you will support the Single Point of Access by handling and inputting referrals onto Rio, managing clinical diaries and acting as a point of contact for telephone and personal enquiries. You will take messages and referral details accurately and redirect calls to the appropriate service or member of staff where necessary.
A key part of the role will involve communicating professionally with patients, carers and families, including those who may be distressed, emotional or bereaved. You will be expected to use tact, diplomacy, patience and appropriate customer-care skills when handling sensitive or challenging conversations.
You will also undertake a variety of administrative tasks including managing incoming and outgoing post, preparing meeting papers, taking and transcribing minutes, maintaining office systems, processing information, producing reports and ordering stock.
The role requires you to work proactively, plan and prioritise your daily workload, meet deadlines and escalate non-clinical issues and risks appropriately.
About us
BCHC provide high quality community and specialist services within Birmingham and the West Midlands. We deliver over 100 clinical services, out in people's homes and in over 200 healthcare settings for adults, children, people with learning disabilities, those with rehabilitation needs and also dental services. One of our key objectives is to be 'a great place to work'enabling everyone within the organisation to be the best that they can be.
IMPORTANT
- Please ensure you check your Trac account regularly as this is how we will communicate with you during the shortlisting and selection process.
- Also ensure all sections of the application form are completed fully; particularly that you provide full details of all referees including business email address, telephone contact details and postal address.
Job description
Job responsibilities
- Handle and accurately input referrals into the Rio patient record system and support the management of clinical diaries.
- Answer the Single Point of Access telephone line, take messages and referral details and redirect calls appropriately.
- Maintain accurate records of messages and information received. Communicate professionally and sensitively with patients, carers, families, staff, visitors and external agencies.
- Plan and prioritise daily workloads using initiative and working without direct supervision where required.
- Use NHS computer systems, including Rio, alongside Microsoft Office applications, databases and the VOIP telephone system.
- Manage incoming and outgoing post, including confidential information, and redirect correspondence where appropriate.
- Provide administrative support for meetings, including preparing papers, taking minutes and transcribing information where required.
- Support auditing, analysis and regular reporting of data to assist decision-making.
- Escalate non-clinical issues and risks in a timely manner.
- Review administrative procedures and support the implementation of appropriate improvements.
- Order and maintain stock in line with relevant financial controls.
- Maintain confidentiality and handle personal and sensitive information securely.
- Work flexibly and contribute effectively as part of the Single Point of Access team.
Person Specification
Qualifications/Training
Essential
- GCSE English and Maths or equivalent
Desirable
- NVQ 3 in Business Administration or equivalent experience
Experience
Essential
- Relevant office/admin experience
- Good working knowledge of Microsoft Office
- Ability to communicate at all levels
- 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 present accurate reports
- Good telephone manner
- Ability to use initiative to resolve basic problems
Desirable
- Demonstrate a high level of accuracy
- Knowledge of the patient Record systems
Other
Essential
- Standard of Application Form
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Birmingham Community Healthcare NHS FT
Address
Various
Birmingham
B7 4BN
United Kingdom
Employer's website
https://www.bhamcommunity.nhs.uk/ (Opens in a new tab)