Job summary
To provide a comprehensive Administration Service to the Learning Disability Team in the Mental Health Division. The successful candidate will be working in a fast paced environment, which requires a calm but proactive approach with the ability to multi-task whilst being thorough. High volume of standard administrative tasks. Attention to detail is paramount in this post as is the ability to prioritise workload.
Main duties of the job
Daily contact with the Medical Secretary to prioritise work for the day/week.
Administration duties, printing and photocopying, taking numerous telephone calls and enquiries, responding in a professional manner in line with data confidentiality procedures.
Deal with queries from service users, including GPs, patients and their representatives via the telephone in a professional manner that is consistent with legislation policies and procedures including data protection and confidentiality, sourcing any related information that might help deal with the query. Taking accurate written messages and passing more complex queries on to the relevant staff.
To be able to use word processing packages and Microsoft Office 365 to produce various documents e.g. faxes, letters, tables etc.
Daily use of outlook for communication (sending/receiving e-mails), as well as booking and checking of meeting rooms and equipment booking.
Perform routine clerical duties e.g. photocopying, reports and other similar documents to specific formats using appropriate software packages and office equipment.
Upload documents to an electronic patient records database
Deal with in-coming queries to our shared mailbox
About us
Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class physical and mental health care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centred care.
Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.
Forward Thinking Birmingham (FTB) Mental Health Services are a unique, innovative community and inpatient mental health partnership. Alongside partners FTB offers care pathways of mental health assessment and treatment for young people aged 0-25 years old.
Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.
Job description
Job responsibilities
To validate patient details and demographics in that any changes to patient details are updated on FTB Database.
To maintain a professional and helpful manner, seeking out information as appropriate and taking messages as necessary.
Liaising with multi-disciplinary team within the service and with staff from other departments in a professional and courteous manner that is consistent with policies and procedures including data protection and confidentiality.
Completion of letters / reports using digital audio Big Hand
Minute taking of weekly MDT meetings, updating agenda and to action any outcomes from the meeting.
Team Meetings/ Child in Need minutes (as / when required)
Post Choice Outcome letters
Interpreter Bookings
Room bookings using the Skedda software
14 day Opt in Letters, Appointment letters. Medical Review Letters and Supporting Letters
Outcoming appointments on RIO
Lost to follow up Data Validation
Good standard of secondary education including GCE/GCSE English or equivalent
Experience of supporting a multi-disciplinary team
Knowledge of secretarial or administrative procedures and systems
Excellent standard of typing / audio skills using word processing (50 wpm)
Job description
Job responsibilities
To validate patient details and demographics in that any changes to patient details are updated on FTB Database.
To maintain a professional and helpful manner, seeking out information as appropriate and taking messages as necessary.
Liaising with multi-disciplinary team within the service and with staff from other departments in a professional and courteous manner that is consistent with policies and procedures including data protection and confidentiality.
Completion of letters / reports using digital audio Big Hand
Minute taking of weekly MDT meetings, updating agenda and to action any outcomes from the meeting.
Team Meetings/ Child in Need minutes (as / when required)
Post Choice Outcome letters
Interpreter Bookings
Room bookings using the Skedda software
14 day Opt in Letters, Appointment letters. Medical Review Letters and Supporting Letters
Outcoming appointments on RIO
Lost to follow up Data Validation
Good standard of secondary education including GCE/GCSE English or equivalent
Experience of supporting a multi-disciplinary team
Knowledge of secretarial or administrative procedures and systems
Excellent standard of typing / audio skills using word processing (50 wpm)
Person Specification
Interview
Essential
- 2 years Admin experience
- NVQ Level 2 in Business and Administration or equivalent
- Working knowledge of MS Office
- Educated to GCE.GCSE or equivalent grades A-C
- Audio Typing
Desirable
- Demonstrates enthusiasm and interest in the position
- Experience of support Multi-disciplinary Team
- Excellent Communicator
- Working Knowledge of Medical terminology
- Experience of minute taking
Person Specification
Interview
Essential
- 2 years Admin experience
- NVQ Level 2 in Business and Administration or equivalent
- Working knowledge of MS Office
- Educated to GCE.GCSE or equivalent grades A-C
- Audio Typing
Desirable
- Demonstrates enthusiasm and interest in the position
- Experience of support Multi-disciplinary Team
- Excellent Communicator
- Working Knowledge of Medical terminology
- Experience of minute taking
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.
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).
Additional information
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.
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 Women's and Children's NHS Foundation Trust
Address
Finch Rd. Hub
1st Floor, Finch Road,
Lozells, Birmingham
B19 1HS
Employer's website
https://bwc.nhs.uk/ (Opens in a new tab)
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