Band 4 Personal Assistant/Team Leader - NHS
Job overview
***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***
The post holder will provide a high level, competent, comprehensive administrative support to the Heads of Service.
The post holder will have day to day management for staff within a dedicated administrative team who will be responsible for delivering an effective service.
The post holder will act as the Personal Assistant (PA) to a dedicated Head of Service.
To provide cross cover within the Clinical Groups at times of short staffing levels to ensure the smooth delivery of services within the Division.
Main duties of the job- Support other members of the Clinical Group on a day to day basis to ensure a turnaround of 14 days for the typing of clinical letters is adhered to, by prioritising and managing own and team workload including outsourcing
- Review and prioritise all correspondence received requiring clinical input, ensuring that any further information required by the Head of Service is made available
- Promote and implement the use of outsourcing application, for all non-urgent clinical letters ensuring Standard Operational Procedures (SOP) are followed and preparing urgent clinical letters where required.
- Complete quality control checks across administration functions within the Clinical Groups i.e. review standard of outsourced / urgent letters and ensure SOPs are adhered too.
- Provide the first point of contact for written and telephone enquiries on behalf of the Head of Service, using judgement to establish the validity and priority of the contact
- Manage and maintain the Heads of Service diary or appointment system, ensuring that utilisation of time and allocation of appointments is appropriate.
- Facilitate meetings/events; issuing invites to attendees including circulation of any relevant paperwork, booking venues to include any IT requirements, produce minutes/action logs, and assist with the overall smooth running of the meetings.
Working for our organisation
IMPORTANT- Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process.
- Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details and postal address
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust (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, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation 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 better care and healthier communities, we want to hear from you.
Detailed job description and main responsibilities
Please see the attached job description and person specification for a further detailed description on the post.
Person specification
Qualifications
Essential criteria- NVQ3 Business Administration or equivalent.
- RSA III in Typing or Word Processing or equivalent.
- Evidence of continued learning and development
Experience
Essential criteria- • Relevant medical secretarial/ administrative experience in an office environment
- • Experience of producing clinical correspondence
- • Experience of using Microsoft systems including word processing, excel and outlook
- • Experience of maintaining filing systems.
- • Relevant experience of diary management, arranging meetings booking venues etc.
- • Experience of providing meeting administration support, formal minutes/note taking.
- • Experience with dealing with matters of a sensitive and confidential nature.
Skills/Knowledge
Essential criteria- • Excellent IT skills and proficient with MS Office applications.
- • Excellent Ability to communicate at all levels effectively, written/verbal
- • Ability to accurately populate and monitor databases and spread sheets with an eye for attention to detail.
- • Excellent Organisational Skills and ability to prioritise and meet deadlines.
- • Ability to deliver a high level of accuracy and consistency in all work undertaken.
- • Knowledge of paper and electronic records management
- • Ability to use initiative to resolve problems
- • Knowledge of medical terminology
Personal Qualities
Essential criteria- Right to work in the UK
- • Ability to establish effective working relationships.
- • Ability to identify own personal and professional development needs.
- • Ability to travel to other bases as required
- • Ability to undertake further training and development as required for post.
- • Excellent inter-personal skills
- Reliability and flexibility
- • Able to work on own initiative
- • Committed team player
- • Motivation to develop self and others
- • Adaptable/flexible attitude to work
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!
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