Receptionist/Admin Support

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. **

Part Time 16hrs per week.

The Administration Assistant/Receptionist provides administrative and reception support to the Community Paediatric Service. The post holder will be a first point of contact for patients, families and professionals, undertaking a range of duties including managing enquiries, maintaining patient records, processing correspondence and supporting the efficient delivery of outpatient clinics. Working as part of a multidisciplinary team, the post holder will ensure a professional, confidential and high-quality service at all times.

Main duties of the job

• Provide administrative support to outpatient clinics, including answering telephone enquiries and relaying messages.
• Prepare, track, retrieve, file and archive patient medical records in line with Information Governance standards.
• Process clinical correspondence, reports and referrals, ensuring accurate patient information and timely distribution/scanning.
• Support clinic administration by preparing clinic lists, arranging interpreters, handling clinic documentation and processing activity sheets.
• Maintain and update patient records on the Patient Administration System (PAS).
• Liaise with consultants, medical secretaries, Central Booking Service and other healthcare professionals to support service delivery.
• Manage incoming and outgoing post and provide general office support, including stationery monitoring and equipment issues.
• Assist with routine administrative tasks, including repeat prescription administration and routine correspondence as required.
• Ensure departmental procedures, Trust policies and administrative standards are followed at all times.
• Undertake other duties appropriate to the role and support the Trust's sustainability objectives.

Working for our organisation

Be Part of Our Team...

Birmingham Community Healthcare NHS Foundation Trust - known as BCHC - and its 5,000 staff are dedicated to delivering the best care they can to those using our services, and to helping build healthy communities.

The team deliver more than 100 different NHS services for people of all ages - from birth through childhood and adult life to older years.

BCHC provides core community health services for the 1.1 million people of Birmingham and also a range of specialist rehabilitation and dental services for the 6.5 million people across the wider West Midlands region.

BCHC colleagues are focused on delivering safe, high quality care, working across a range of locations including people's own homes, community clinics and hospital settings. BCHC actively works in integrated style with a range of partner organisations across health and social care, and promotes equitable access for all to NHS services.

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.

Person specification

Qualifications

Essential criteria

• 5 or more GCSE/O levels which must include English and Maths at Level C or above OR equivalent

Experience

Essential criteria

• Previous office experience in a role involving dealing with the public
• Experience of working within a team

Skills/knowledge

Essential criteria

• Internet - email
• Office procedures
• Use of written and spoken English
• Excellent communication skills to relate to both staff and members of the public
• Self-motivated and able to prioritise own workload
• Ability to be flexible in order to support a number of staff
• PC skills Windows XP, Excel

Other job requirements

Essential criteria

• To act responsibly and professionally at all times

Desirable criteria

• Ability to travel between bases as required

Personal qualities

Essential criteria

• Tact, empathy, efficiency, good organizational and communication skills, team worker, adaptable, flexible and self motivated
• Good telephone manner

Additional employer information

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.

DBS Costs

Please be aware that all new employees starting work with the Trust will be charged for the cost of their DBS check if it is required for the role. The cost will be deducted from your salary in 3 payments over a 3-month period once you start employment. By applying for this role, you are agreeing to these deductions being made. The charges for the DBS include the administration fee. The total costs are £26.40 for a standard check and £54.40 for an enhanced check. The level of check will be determined by the post you are applying for. For bank Workers the full cost of the DBS check (as detailed above) will be deducted from your pay following completion of your online mandatory training. No payment will be made for your online training until it is all complete and verified by the Temporary Staffing Team. Please note: You will not be able to work any bank shifts until you have completed your mandatory training, and your DBS is in place.

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 canhere

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.

Application numbers

***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***

Documents to download

• Job Description & Job Specification (PDF, 176.4KB)
• BCHC Local benefits (PDF, 99.6KB)