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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

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Closed

Ref: 820-7031600-CF Vacancy ID: 7031600

Band 3 Administrator- Children in Care Team

Closed for applications on: 13-Jun-2025 12:57

Vacancy status: Closed

Closed for applications on: 13-Jun-2025 12:57

Location

Site: Children in Care Team, St Stephens Centre
Address: 171 Nineveh Road
Town: Birmingham
Postcode: B21 0SY
Major / Minor Region: Birmingham & The Black Country

Contract type & working pattern

Contract: Fixed term: 12 months (FTC)
Hours: Full time - 37.5 hours per week

Salary

Salary: £24,625 - £25,674 per annum (pro rata)
Salary period: Yearly
Grade: (Band 3)

Specialty

Main area: Administration

Detailed job description and main responsibilities

Responsible for the typing of patient documents (e.g.: reports), some of which may be of a sensitive / distressing nature.

Update the; Care Plus and Care first / Eclipse systems with confidential information about the individual child / young person.

To make requests and return child records from / to Health Visitors / Secretaries and School Nurses, and to record accurately this transaction onto the Care Plus system.

To process and update records containing confidential information of each child in the residential units, on a two weekly basis.

To produce accurate, routine and ad-hoc quarterly reports and statistical information using Excel Spreadsheets and convert data into graph form as request by the Administration Manager.

Maintain an efficient telephone manner liaising with Internal and external agencies, ensuring courtesy and professionalism at all times and being aware that all information received will need to be treated confidentially and within procedural guidelines.

Assist other team members in providing administrative and clerical duties as deemed appropriate by the Administration Manager/Clinical Lead.

Maintain comprehensive filing systems, both written and electronic. This includes managing three electronic inboxes. Replying / responding to routine queries, ensuring all tasks are completed within timeframes.

Be responsible for the management of office equipment such as; photocopier, fax, printers and shredder etc., and arranging for repairs when appropriate.

Responsible for arranging meetings, booking venues, organising catering, in addition to attending and contributing at meetings as a team member.

To undertake note taking duties that also includes transcribing notes including minutes, at team meetings and during formal CIC and Drs meetings.

To be responsible for the sorting and distributing of incoming and outgoing of internal / external post as required.

To upload / retrieve patient records or other relevant client information via the Care Plus / Care First / Eclipse / RIO System as required, ensuring the accuracy of data and attention to detail at all times.

To collect and collate the renewal of clinical activities and information onto RIO on request, and any other relevant systems within a specific timescale.

Manage the clinical team electronic mail, ensuring action is followed up in a timely manner.

To maintain accurate and timely updating of the Trust’s ESR system, whilst being vigilant to maintain confidentiality at all times.

To participate in and assist with the induction training of new staff as directed by the Administration Manager.

Participate in the Trust’s PDR appraisal system and attend mandatory training courses deemed necessary for the efficiency and effective performance of the role.

To undertake other duties commensurate with this grade of post in agreement with the relevant 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 - 5) 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 6 - 9) that meet the prescribed 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

Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC are an advocate of diversity and strive to mirror the community we serve as much possible.

We are committed to and actively promote equality of opportunity for all staff and applications from individuals from all areas of the community who meet the specific criteria are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage/civil partnerships.

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

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.

Person specification

Qualifications

Essential criteria

RSA level II/ NVQ Level II or relevant.
NVQ3 – Business Administration or equivalent.
GCSE passes in English Language and Maths (grade A-C or equivalent).

Experience

Essential criteria

Experience of working in an office environment
Computer literate in Microsoft applications, i.e.: Word, Excel, Outlook, Explorer and Access
Experience of working within a healthcare environment

Desirable criteria

Trained in RIO

Skills/knowledge

Essential criteria

Ability to communicate at all levels including communicating sensitive information
Demonstrate an ability to prioritise a workload and meet deadlines
Demonstrate an ability to work on own initiative
Ability to develop and maintain effective office systems
Ability to use initiative to resolve basic problems