Job summary
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 withLead 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 cafs. 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.
About us
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.
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.
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
Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens 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.
Job description
Job responsibilities
Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens 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.
Person Specification
Qualifications
Essential
- Good standard of secondary education including GCE/GCSE English or equivalent
- Good computer skills of Microsoft Office (Word, Excel, Outlook and PowerPoint)
Desirable
- NVQ level 3 in business and administration, or clerical or equivalent experience
Knowledge and Experience
Essential
- Experience of note taking
- Experience of Microsoft Office systems
- Experience of dealing with confidential issues
- Previous experience of secretarial/administrative work
- Proven ability to manage competing priorities and deadlines
- Proven organisational skills
- Experience of organising and supporting meetings within an organisation
- Ability to tabulate information and input data
Analytical and Judgement Skills
Essential
- Attention to detail
- Methodical and well organised
- Proven ability to prioritise demanding workload
Professional/Managerial/Specialist Knowledge
Essential
- Good communication skills - oral, written and telephone
- Enjoys handling routine tasks
Desirable
Personal Skills, Abilities and Atributes
Essential
- Friendly outgoing personality
- Patient orientated approach
- Reliable and ability to use own initiative
- Ability to work without direct supervision
- Flexible and adaptable to changing situations
- Good team worker
- Highly motivated
- Willingness to develop skills and knowledge
Person Specification
Qualifications
Essential
- Good standard of secondary education including GCE/GCSE English or equivalent
- Good computer skills of Microsoft Office (Word, Excel, Outlook and PowerPoint)
Desirable
- NVQ level 3 in business and administration, or clerical or equivalent experience
Knowledge and Experience
Essential
- Experience of note taking
- Experience of Microsoft Office systems
- Experience of dealing with confidential issues
- Previous experience of secretarial/administrative work
- Proven ability to manage competing priorities and deadlines
- Proven organisational skills
- Experience of organising and supporting meetings within an organisation
- Ability to tabulate information and input data
Analytical and Judgement Skills
Essential
- Attention to detail
- Methodical and well organised
- Proven ability to prioritise demanding workload
Professional/Managerial/Specialist Knowledge
Essential
- Good communication skills - oral, written and telephone
- Enjoys handling routine tasks
Desirable
Personal Skills, Abilities and Atributes
Essential
- Friendly outgoing personality
- Patient orientated approach
- Reliable and ability to use own initiative
- Ability to work without direct supervision
- Flexible and adaptable to changing situations
- Good team worker
- Highly motivated
- Willingness to develop skills and knowledge
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
Parkview Clinic
60 Queensbridge Rd
Birmingham
B13 8QE
Employer's website
https://bwc.nhs.uk/ (Opens in a new tab)
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