Bank level 3 Single Point of Access Administrative Assistant (Night)

Job overview

An opportunity has arisen to join the Single Point of Access (SPOA) team as a Bank Administrative Assistant, based at Priestley Wharf. This is a Bank Level 3, zero-hours position, providing administrative support to help ensure the efficient day-to-day operation of the service.

You will provide a professional and responsive service, answering the Single Point of Access telephone line, managing calls and referrals, accurately recording information and directing enquiries to appropriate clinical colleagues where required. The role also involves using NHS computer systems, databases and Microsoft applications alongside a range of general administrative duties.

We are looking for someone with relevant office or administrative experience, good Microsoft Office skills and excellent communication and organisational abilities. You will need to be comfortable working on your own initiative, prioritising your workload and meeting deadlines whilst contributing effectively as part of a team.

Shift pattern - 20:00-08:00

Main duties of the job

As a Bank Administrative Assistant, you will support the Single Point of Access by handling and inputting referrals onto Rio, managing clinical diaries and acting as a point of contact for telephone and personal enquiries. You will take messages and referral details accurately and redirect calls to the appropriate service or member of staff where necessary.

A key part of the role will involve communicating professionally with patients, carers and families, including those who may be distressed, emotional or bereaved. You will be expected to use tact, diplomacy, patience and appropriate customer-care skills when handling sensitive or challenging conversations.

You will also undertake a variety of administrative tasks including managing incoming and outgoing post, preparing meeting papers, taking and transcribing minutes, maintaining office systems, processing information, producing reports and ordering stock.

The role requires you to work proactively, plan and prioritise your daily workload, meet deadlines and escalate non-clinical issues and risks appropriately.

Working for our organisation

BCHC provide high quality community and specialist services within Birmingham and the West Midlands. We deliver over 100 clinical services, out in people's homes and in over 200 healthcare settings for adults, children, people with learning disabilities, those with rehabilitation needs and also dental services. One of our key objectives is to be 'a great place to work' enabling everyone within the organisation to be the best that they can be.

IMPORTANT

• Please ensure you check your Trac account regularly as this is how we will communicate with you during the shortlisting and selection process.
• Also ensure all sections of the application form are completed fully; particularly that you provide full details of all referees including business email address, telephone contact details and postal address.

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
• Ability to communicate at all levels
• 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 present accurate reports
• Good telephone manner
• Ability to use initiative to resolve basic problems

Desirable criteria

• Demonstrate a high level of accuracy
• Knowledge of the patient Record systems

Other

Essential criteria

• Standard of Application Form

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 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

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

• Bank Single Point of Access Administrative Assistant (PDF, 173.8KB)