Job summary
***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***
Birmingham Community Health Care Trust is seeking to appoint an enthusiastic and motivated individual to support the School Nursing team based at Lansdowne Health Centre. 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.
About us
Be Part of Our Team...
BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.
Job description
Job 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 persons 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.
Job description
Job 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 persons 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.
Person Specification
Qualifications
Essential
- GCSE passes in English and Math or equivalent qualification / experience
- OCR/RSA ll or equivalent NVQ 3 - Business Administration or equivalent
Skills
Essential
- Knowledge of various IT packages.
- Ability to operate all office based equipment.
- Ability to build effective working relationships within a multi disciplinary team.
- Ability to prioritise work and meet deadlines.
- Ability to present accurate reports.
- Ability to develop and input on basic databases and to produce reports
- Strong organisational and prioritisation skills.
- Show understanding of the importance of confidentiality and consequences of breaking confidentiality
Experience
Essential
- Demonstrate ability to communicate with people in a courteous and sensitive manner, taking into account individual needs
- Competent computer user ie Microsoft office systems ie power point and excel
- Strong organisation and prioritisation skills
- Ability to achieve a high degree of accuracy
- Ability to mange own time effectively and flexibly
- Ability to address own training needs
- Ability to set up/manage effective administrative systems
- Experience of diary management
Person Specification
Qualifications
Essential
- GCSE passes in English and Math or equivalent qualification / experience
- OCR/RSA ll or equivalent NVQ 3 - Business Administration or equivalent
Skills
Essential
- Knowledge of various IT packages.
- Ability to operate all office based equipment.
- Ability to build effective working relationships within a multi disciplinary team.
- Ability to prioritise work and meet deadlines.
- Ability to present accurate reports.
- Ability to develop and input on basic databases and to produce reports
- Strong organisational and prioritisation skills.
- Show understanding of the importance of confidentiality and consequences of breaking confidentiality
Experience
Essential
- Demonstrate ability to communicate with people in a courteous and sensitive manner, taking into account individual needs
- Competent computer user ie Microsoft office systems ie power point and excel
- Strong organisation and prioritisation skills
- Ability to achieve a high degree of accuracy
- Ability to mange own time effectively and flexibly
- Ability to address own training needs
- Ability to set up/manage effective administrative systems
- Experience of diary management
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.
