Administration Assistant (Lead Nurse and Urgent Care Team)

Job overview

Forward Thinking Birmingham is the city’s mental health partnership for 0-25 year olds, an innovative community and inpatient mental health service.

We are seeking a proactive, organised, and compassionate Administrative Assistant to join our supportive Crisis Resolution and Home Treatment Team (CRHTT) , providing vital administrative support to services working with our young people.

The post holder will work closely with Lead Nurses and all relevant staff members and will provide a comprehensive professional and confidential secretarial and administrative service to the Lead Nurse and the Urgent Care Department.

The post holder will develop and implement administrative systems which will ensure the efficient and effective running of the Urgent Care Department, allowing the Lead Nurse to concentrate more fully on the clinical aspect of their job role. The post holder will also respond to enquiries from other staff.

You will be based at Parkview Clinic for this role as part of Forward Thinking Birmingham. Parkview Clinic is based within the Moseley area and adjacent to King’s Heath. The location offers a serene environment surrounded by woodland. King’s Heath and Moseley are known for their bustling high streets filled with independent shops and cafés. The area has excellent transport links, including multiple bus routes and the upcoming reopening of King’s Heath railway station, which will improve connections to Birmingham City Centre and beyond.

Main duties of the job

To work closely with the Lead Nurse and other relevant staff to identify, develop and then implement administrative systems in the department. These may include the following:

• Arrange all relevant meetings on behalf of the Lead Nurse and ensure all relevant paperwork is available for department meetings.
• Attend meetings and take notes, prepare action lists, and follow up actions as required; meetings will include sickness reviews and team meetings etc.
• Ensure there is a proper system for the collection and storage of audit data and other monitoring and sensitive information, both electronically and paper copies. Including using systems such as RiO, Vesper, ESR, E-Roster, Oracle etc.
• Assist the Lead Nurse with maintaining systems in use for appraisal, staff training and other data gathering processes.
• Assist all department staff with booking/confirming mandatory and other staff training.
• Collate training, annual leave and sick leave records for the department staff.
• Assist the Lead Nurse with the administrative process for the recruitment and orientation of new staff.
• Act as a super user for E-Rostering system. This includes assisting the Lead Nurse to monitor the bank booking system and inform the Lead Nurse when shifts have been booked, filled, or cancelled.
• Under the direction of the Lead Nurse, ensure shifts are put out to bank in a timely manner.
• Prepare and type letters and reports as required.

Detailed job description and main responsibilities

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Women’s and Children’s 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.

Please note that we are unable to offer visa sponsorship for this post. Applicants must have the right to work in the UK at the time of application.