Health in Mind Administrator

Job overview

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

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.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.