Band 3 Administrator

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***

To act in a professional manner, promoting the organisation and department, answering telephones, arranging training, copy and typing of letters, reports, evaluations and newsletters, filing, ordering of supplies, making appointments and photocopying together with specified duties as outlined in job description

Main duties of the job

To be a key point of contact for the Team and to provide a service where you receive telephone calls and take messages, answering queries, making contact with clients and organisations, using initiative to solve problems within your scope of responsibility and seeking advice where required.

To take bookings over the phone from the public and professionals and to send out confirmation and reminder letters as required

To make and send out appointments following receipt of referrals which includes consulting referral criteria and liaising with patients on receipt of phone call to determine patient’s choice of venue, date and time. To liaise with clinics/community organisations to organise times and dates for sessions

To work with colleagues and the wider dietetic team to ensure procedures and systems are efficient and effective

Working for our organisation

Be Part of Our Team...

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.

• 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

Detailed job description and main responsibilities

We are pleased to advertise two posts one full time and one part time .

To work as part of the administration team and sharing the responsibility for the team workload.

For further details on the main responsibilities, please see the attached job description and person specification.

Person specification

Qualifications

• GCSEs (Including Maths and English) A-C or equivalent
• NVQ 3 or equivalent
• Competent keyboard skills to NVQ2 or EDCL level or equivalent

• Having knowledge and understanding RIO (Third party Software)

Experience

• Clerical experience
• Demonstrates ability to handle people in a courteous and sensitive manner, taking into account their individual needs

• Experience of working with the public and professionals

Skills & Knowledge

• Good verbal and written communication skills
• Ability to set up and maintain filing systems
• Experience of using Microsoft applications (inc. Excel, Outlook and Word)
• Competent to process clerical tasks accurately, with minimal instruction
• Good time management skills
• Understands the importance of confidentiality

• Data inputting experience
• Ability to speak a commonly spoken community language
• Awareness of financial procedures (e.g. petty cash and e-procurement)
• Audio and copy typing skills

Personal Qualities

• An ability to work well with others
• An ability to communicate effectively with people on all levels
• Shows flexibility and initiative in planning workload of self and the wider admin team and welcomes challenges
• Able to make a positive contribution to effective team work
• Reliable,Punctual showing good time management skills
• Demonstrates an understanding of Equal Opportunities
• Demonstrates ability to use initiative and take ownership
• Willing to undertake a range of tasks and activities
• A good command of the English language both verbal and written

Disability Confident Employer and Guaranteed Interview Scheme

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

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

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