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Birmingham Community Healthcare NHS Foundation Trust

About

We provide high quality, accessible and responsive community and specialist services within Birmingham and the West Midlands. We deliver over 100 clinical services, out in peoples homes and in over 200 hospitals, health centres and clinics. We provide services for adults, children, people with learning disabilities, those with rehabilitation needs and also dental services.

Contact

Address: Birmingham Community Healthcare NHS Trust; Priestley Wharf; 20 Holt Street; Birmingham; West Midlands; B7 4BN
Contact Number: 0121 466 6000

Find out more

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Closed

Ref: 820-6269028-ASR-B Vacancy ID: 6380872

Band 3 Administrator

Closed for applications on: 25-Jun-2024 00:02

Vacancy status: Closed

Closed for applications on: 25-Jun-2024 00:02

Location

Site: West Midlands Rehabilitation Centre
Address: 91 Oak Tree Lane
Town: Birmingham
Postcode: B29 6JR
Major / Minor Region: Birmingham & The Black Country

Contract type & working pattern

Contract: Secondment: 6 months
Hours: 37.5 hours per week (Full Time 37.5 hours per week)

Salary

Salary: £22,816 - £24,336 per annum (pro rata)
Salary period: Yearly
Grade: (Band 3)

Specialty

Main area: Admin

Detailed job description and main responsibilities

To support the Subject Access Requests process as needed by:

Following Trust a local procedures
Liaising with services to collate health records
Logging requests on to data collection form
Liaising with requestors to ensure appropriate consent and information is received.
checking records for third party information
Sending records to requestors.
Be responsible for liaising with estates and facilities ensuring any issues are reported or escalated to the appropriate manager.

To attend the regular estates meeting and take minutes or action notes. Liaise with the meeting chair with any issues or items required and ensure timely circulation of agendas and minutes etc.

Be responsible for circulating any internal communications as directed.

Responsible for receiving less complex complaints from service users detailing the events and passing it on to the appropriate manager.

Be responsible for updating the Divisional organisational structures with any identified changes, including amending the structures with new starters, leavers etc. Ensuring any changes are cascaded within the service as directed.

Provide general non clinical information to patients and staff while maintaining confidentiality.

To create and maintain the email distribution lists, car registration list and telephone number list for the division.

To monitor and maintain the level of stationary supplies and to ensure appropriate stock control.

Be responsible for planning and arranging internal or external courses/conferences as directed by the management team including processing study leave applications, arranging refreshments and room layout and completion of relevant paperwork.

Be responsible for dealing with meeting room booking requests for meeting rooms at West Midlands Rehabilitation Centre, including displaying and updating meeting room schedules as required.

To produce a range of correspondence, reports, presentations or spread sheets, ensuring all documents are accurate and produced to a high standard. This may also include audio typing.

To provide effective diary management as needed ensuring any commitments are recorded accurately and timely. Calendars may be shared or belong to individuals.

To plan, co-ordinate and organise meetings as required including external stakeholders ensuring all relevant people are involved and resources allocated.

Actively contribute to the development and delivery of local Standard Operating Procedures (SOPs).

To produce agendas and take minutes or action notes for identified meetings and complete any actions identified. Liaise with the meeting chair with any issues or items required and ensure timely circulation of agendas and minutes etc. within agreed timescales.

To update the HR systems (ESR and MAPs) by recording leave/sickness and training in a timely way as required.

To raise orders as required using the Trust eprocurement system.

To communicate effectively with a wide range of people including patients, colleagues, Managers and members of the public, ensuring at all times that sensitive and highly confidential information and material remain confidential.

To ensure all data, including sensitive information is received, stored and processed in line with Data Protection and Caldecott guidelines.

To attend and actively participate in team meetings and discussions with colleagues and managers to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager.

UK Home Office Visa Sponsorship requirements

In accordance with UK Home Office requirements, Band 2 clinical and non-clinical roles and Band 3 Non-Clinical roles are not eligible for sponsorship.

Please note that the majority of non-clinical roles (Agenda for Change Band 3 - 6) with the exception of those which appear on this list - link, will not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK.

All non-clinical roles (Agenda for Change Bands 7 - 9) that meet the prescribed skill level (RQF 6) and salary threshold will be eligible for sponsorship.

The Trust will accept applications from candidates who can evidence their right to work in the UK or via alternative visa routes.

Disability Confident Employer and Guaranteed Interview Scheme

BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification. We encourage applicants to submit their applications and to request any reasonable adjustments where required.

Equality, Diversity and Inclusion

As part of our ongoing commitment to being a Great Place to Work, we actively foster and support a workplace culture that is inclusive and equitable for all staff, patients and service users.

We are dedicated to creating an inclusive environment where everyone feels welcomed and valued. We encourage applications from individuals of all backgrounds, including those with diverse abilities, experiences, and perspectives.

We are also dedicated to supporting the career progression of colleagues from underrepresented backgrounds into this role and more senior roles within the Division and the wider organisation.

Promoting Workforce Equality

In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.

The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

Flexible Working

Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.

In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!

Using Artificial Intelligence

Birmingham Community Healthcare NHS Foundation Trust acknowledges Artificial Intelligence (AI) or Generative AI (GenAI) tools such as ChatGPT, Claude, Copilot, Gemini etc; are powerful tools that can help you in various stages of your job application and how they can be used in certain circumstances during your application process with BCHC. You can read more about acceptable use on our internet pages here

Benefits of working for us:

Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
Attractive relocation payment if you relocate to the local area.
Discounts for local and national retailers
Dedicated well-being services for all employees
Flexible working where possible

Person specification

Qualifications / training

Essential criteria

Evidence of continued learning and development

Desirable criteria

NVQ Level 3 in Administration
Maths and English GCSE

Experience

Essential criteria

Relevant experience in an administrative support role
Experience of using MS packages (Word, Excel, PowerPoint, Outlook)
Experience of maintaining office systems, including filing, ordering and recording information
Experience of co-ordinating diaries and arranging meetings
Experience of providing meeting support, minutes, agenda’s etc.

Desirable criteria

Experience working in the NHS or public sector

Skills/knowledge

Essential criteria

Proven skill to create, populate and monitor databases/ spread sheets.
Ability to take accurate minutes/notes.
Ability to show attention to detail.
Excellent organisational skills
Excellent Communication skills both written and verbal and ability to effectively communicate with a range of staff.
Excellent interpersonal skills