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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.
Band 3 Single Point of Access Administrative Assistant
Accepting applications until: 02-Oct-2025 23:59
Vacancy status: Open
Accepting applications until: 02-Oct-2025 23:59
Key details
Location
- Site
- Priestley Wharf 1&2
- Address
- Holt street
- Town
- Birmingham
- Postcode
- B7 4BN
- Major / Minor Region
- Birmingham & The Black Country
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time - Includes shift working
Salary
- Salary
- £24,937 - £26,598 Per annum
- Salary period
- Yearly
- Grade
- (NHS AfC: Band 3)
Specialty
- Main area
- Administrative
Job overview
An exciting opportunity has arisen to be part of a brand-new Single Point of Access (SPA) service designed to transform how we deliver care and support to our patients across urgent care and community services. This is your chance to shape a pioneering, person-centred service right from the start!
The SPA will act as the central hub for coordinating clinical referrals, triaging urgent needs, providing advice and directing patients to the right services at the right time. Whether you're answering a call, reviewing referrals, or coordinating rapid support, you will play a key role in ensuring patients and professionals receive timely, efficient, and compassionate responses.
· Work alongside WMAS and other system partners to deliver joined-up care
· Be part of a dynamic, forward-thinking multidisciplinary team
·
· Opportunities for career progression as the service expands
· A supportive, inclusive, and flexible working environment
· Make a real difference to patient outcomes and experience
· Help reduce pressure on emergency services by ensuring safe, timely care pathways
we’re looking for motivated, compassionate, and solution-focused individuals with excellent communication skills and a passion for integrated care. You’ll thrive in a fast-paced environment and be confident in handling referrals, liaising with clinical teams, and putting patients at the centre of everything you do.
Advert
***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***
1. Handling and inputting referrals into RIO / managing clinical diary
2. Working on own initiative without supervision to plan daily workload.
3. Be a point of contact for personal or telephone callers to the centre, taking messages, details of referrals and redirecting calls where necessary.
4. Ensure all messages are accurately recorded.
5. To maintain a working knowledge of the Trust Services and where they can be accessed
Working for our organisation
1. Exercise tact, diplomacy, empathy and patience when dealing with patients, carers and family who are distressed, emotional or bereaved daily. Use Customer Care skills when dealing with callers who may be verbally abusive.
2. Be responsible for incoming/outgoing post on a day-to-day basis, including confidential material, redirecting where necessary.
3. Arrange and provide administrative support to meetings, including assisting with preparation of papers and taking minutes of meetings and transcribing as required. Contribute to these meetings where appropriate.
4. To use NHS computer systems including Rio and to input data onto Rio as required.
5. To operate the VOIP telephony system.
6. To ensure that the confidentiality of personal information remains secure and that the Terms of the Data Protection Act are met in respect of personal information held within the Primary Care Trust computer systems and manual systems.
7. Assist with the general upkeep and tidiness of the office, for example updating and maintaining the notice boards ensuring out of date information is removed and current information is displayed.
8. To undertake the provision of photocopying service, receive and send faxes for the department.
9. To ensure administrative policies and procedures are reviewed regularly with changes suggested and embedded in practice.
Detailed job description and main responsibilities
To establish effective working relation with the following: Staff, Patients and visitors to the Trust and any other external agency the post holder liaises with as part of their role.
It is the responsibility of all staff to always safeguard and protect children and adults at risk and staff must report any concerns as per Safeguarding Children and Safeguarding Adults polices, which are available on the Trust’s intranet. Every member of staff must undertake regular mandatory safeguarding training at a level relevant to the role.
Your attention is drawn to the confidential nature of information collected within the National Health Service. The unauthorised use or disclosures of patient or other personal information is regarded as gross misconduct and will be subject to the Trust’s Disciplinary Procedure and, in the case of both computerised and paper-based information, could result in a prosecution for an offence or action for civil damages under the Data Protection Act 1998.
All staff, workers, volunteers, students and individuals undertaking work experience/shadowing, irrespective of the role they specifically undertake, are required to adhere to BCHC’s vision, values and professional standards. This also involves working with and alongside colleagues and partners, demonstrating a duty of candor (i.e. honesty and straightforwardness), openness and accountability to achieve high quality and the best possible care outcomes for our patients, service users and the local community.
Applicant requirements
Person specification
Qualifications training
Essential criteria
- GCSE English and Maths or equivalent
Desirable criteria
- NVQ 3 in Business Administration or equivalent experience
Experience
Essential criteria
- Relevant office/admin experience
- Good working knowledge of Microsoft Office
Personal qualities
Essential criteria
- Excellent interpersonal communication skills
- Commitment to effective team working
Skills/knowledge
Essential criteria
- Proficient in Microsoft Office functions
- Ability to communicate at all levels
- Demonstrate a high level of accuracy
- Demonstrate an ability to work on own initiative
- Ability to develop and maintain effective office systems
- Ability to present accurate reports
- Good telephone manner
- Ability to use initiative to resolve basic problems
Desirable criteria
- Knowledge of the patient Record systems
Other job requirements
Essential criteria
- Ability to be flexible with approach to work
- Ability to work as part of a team
Further details / informal visits contact
- Name
- Evette Reid
- Job title
- Operations Support Manager - Intermediate Care
- Email address
- [email protected]
- Telephone number
- 07517 466380
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