Administrator

Birmingham and Solihull Mental Health NHS Foundation Trust; Birmingham; On-site; GBP 23,000 - 30,000; Full time

Job summary

Birmingham and Solihull Mental Health NHS Foundation Trust is seeking a Senior Administrator to support the smooth operation of busy clinical services. You will join an administrative team providing high-quality, patient-focused support to ensure safe, effective, and well-coordinated care.

You will manage patient enquiries, maintain accurate records, assist with appointments and referrals, and ensure timely communication between clinicians, patients, and external partners.

Qualifications

• Experience in NHS or healthcare administration preferred.
• Ability to handle sensitive information with discretion.
• Proven familiarity with patient data systems and records.

Responsibilities

• Handle patient enquiries via phone, email, and in person.
• Maintain accurate patient records in NHS systems.
• Support appointment and clinic management, including bookings and reminders.
• Coordinate with clinical teams and external partners for patient flow.
• Monitor shared inboxes and ensure timely responses.
• Assist with audits, reporting, and data collection.

Skills

Patient enquiries handling

Records management

Appointment scheduling

Communication skills

Data protection awareness

Job description

The Senior Administrator plays a vital role in supporting the smooth and efficient running of the service. Working as part of a busy administrative team, the postholder will provide high-quality, patient-focused administrative support to ensure the delivery of safe, effective, and well-coordinated care.

The role involves managing a wide range of administrative duties, including handling patient enquiries, maintaining accurate records, supporting appointment and referral processes, and ensuring timely communication between clinical teams, patients, and external partners. The Senior Administrator will act as a key point of contact within the department, helping to coordinate daily workflows and contributing to the overall efficiency of the service.

The postholder will be expected to work proactively, use their initiative, and demonstrate strong organisational and communication skills. They will support colleagues across the team, uphold confidentiality and data protection standards, and ensure that administrative tasks are completed to a high standard and within required timeframes.

This is a crucial role that underpins patient care by ensuring that administrative processes run smoothly, information is accurate and accessible, and staff are supported in delivering high-quality services.

Manage patient enquiries via telephone, email, and face-to-face contact, ensuring all queries are handled promptly, professionally, and with sensitivity. Maintain accurate patient records, ensuring all information is entered correctly onto relevant NHS systems . Support appointment and clinic management, including booking, rescheduling, sending reminders, and coordinating with clinical staff to ensure efficient patient flow. Prepare and distribute documentation, such as letters, reports, meeting papers, and clinical correspondence, ensuring accuracy and confidentiality. Monitor and manage shared inboxes, ensuring all incoming communication is actioned within agreed timescales. Act as a key point of contact for internal and external stakeholders, providing clear and professional communication. Support data collection and reporting, including updating spreadsheets, running system reports, and assisting with audits. Coordinate meetings, including scheduling, preparing agendas, taking
minutes, and following up on actions. Maintain office systems, such as filing, stock control, ordering supplies, and ensuring equipment is functioning. Work collaboratively with the wider administrative team, providing cover and support during periods of absence or high demand. Ensure compliance with NHS policies, including confidentiality, data protection, safeguarding, and health and safety.

Welcome to Birmingham and Solihull Mental Health NHS Foundation Trust. Our 4000 clinical and support staff help us to improve mental health wellbeing and meet the needs of the 70,000 people we serve each year. We provide a range of mental healthcare services across Birmingham and Solihull, as well as specialised services nationally. We also offer medical, nursing and psychology training and are proud of our international reputation for both research and innovation.

Our population is culturally diverse, characterised in places by high levels of deprivation which create an increasing demand for our services and a necessity for us to make sure everyone can access the help they need. We are a team of compassionate, inclusive and committed people working together to provide excellent care to support our community. If you are looking for a place to belong, where you can make a real difference to people's lives, join our team where our warm welcome is waiting for you.