Band 3 Team Administrator

Job overview

***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***

Fixed Term Contract - Ending 28th February 2027

Birmingham Community Health Care Trust is seeking to appoint an enthusiastic and motivated individual to support the School Nursing team based at Hob Moor Road Health Centre.   This is a fixed term contract to the end of February 2027.  The post holder will have experience as an administrator and will be expected to support systems and processes in the team which underpin the smooth running of the office. It is therefore, essential that you possess excellent organisational skills, communication skills and are proficient with IT systems.

To support you in this role you will have access to the Trust Induction programme and on-going learning and developmental opportunities.

The successful candidate must have

• NVQ 3 – Business Administration or equivalent
• Competent computer skills and a sound knowledge of IT Packages
• Excellent Customer Service Skills

Main duties of the job

To be the primary point of contact for liaison within the clinical Team, giving information and guidance to patients, carers, relatives and staff, appropriate to the role.

To work on own initiative and organise their own workload without direct supervision on a daily basis to ensure deadlines are met and to enable compliance with all Policies and Procedures.

To undertake a comprehensive range of administrative duties.. Ensuring all administrative information is recorded accurately in order for the efficient operation of the Service.

The post holder will undertake a range of clerical duties including using a PC for word processing and data inputting.

The post holder will be responsible for effective, efficient and high quality provision of administrative support to Birmingham School Health Support Service

The position requires some contact with members of the public, GPs, departments within the Trust and external agencies such as school teachers. The post holder needs to have the ability to work to tight deadlines and be able to prioritise their work load. They will need to demonstrate an ability to work well within a team environment whilst also being able to work independently using their own initiative.

Detailed job description and main responsibilities

• Provide general non-clinical advice, information and guidance to users, parents and other professionals, to deal with all enquiries and communicate effectively on behalf of your Team
• Provide and receive routine information to colleagues from users, parents, carers, the public and or other external contacts always adhering to all the relevant policies and procedures including Patient Confidentiality and Data Protection
• Deal professionally and promptly with telephone enquiries, taking and processing messages accurately and maintaining confidentiality at all times and ensuring standards for customer services excellence are met
• Responsible for data entry, text processing or storage of data, utilising manual or computerised data entry systems within agreed timeframes, bringing to attention any delays and inaccuracies
• Upload documents to the electronic patient record in a timely manner
• Provide clerical support to the Clinical Team
• Produce a range of documents including minutes and ad-hoc statistical information upon request.
• Making bookings and cancellations e.g. training places, rooms and interpreters
• Receive, sort and distribute internal and external mail, ensuring that important and sensitive information is brought to an appropriate person’s attention in a timely manner
• Accessing and verifying information from various internal and external sources .e.g. electronic Health records, General Practitioners, Education, Social Care and external agencies from other sectors
• Send out appointments and letters as appropriate
• Undertake general administrative duties as requested
• Maintain day to day functioning of all office equipment
• Maintain an Equipment Log and ensure office and all relevant clinical equipment are serviced as necessary
• Liaise with the appropriate estates/facilities provider to ensure that day-to-day repairs and maintenance is carried out where required. Reporting and tracking minor repairs to appropriate personnel
• Order and maintain stock control of stationery, ensuring that optimum levels are maintained for normal use, without over or under provisions
• Processing requests for non-stock ordering and deliveries and notify, in a timely manner, the appropriate member of staff once goods have been received, as appropriate to the Team
• The ability to work flexibly, providing cover during annual leave, study leave and sickness for vacant posts or other colleagues across the Children & Families division. Arrange cover with colleagues for own planned absences at own base
• Provide a knowledge base for the areas of work described in this job description
• Share administrative knowledge in order to support effective Team Working.