Band 3 Administrative Assistant

Birmingham and Solihull Mental Health NHS Foundation Trust; Birches Green; On-site; GBP 21,000 - 25,000; Full time

Job summary

Birmingham and Solihull Mental Health NHS Foundation Trust is seeking an administrative and secretarial support role to assist the Cascade Service and other psychological services.

The post holder will handle a wide range of administrative tasks including reception of referrals and correspondence, processing clinical letters, reports and case summaries, and acting as a focal point for information dissemination across the team.

Qualifications

• Experience providing administrative and secretarial support.
• Ability to manage correspondence, referrals and clinical letters.
• Strong organisational and diary management skills.

Responsibilities

• Receive and process all post and correspondence for the team.
• Word process letters, reports and other documents for the clinical team.
• Coordinate and issue reports and correspondence to the clinical team in a timely manner.
• Arrange appointments, book rooms and organise necessary equipment.
• Schedule meetings on Microsoft Teams for the team.
• Support Cascade team with organisation of training and internal consultations.
• Take minutes and circulate documentation for team meetings.
• Maintain accurate filing in care records and retrieve when requested.
• Maintain Office Diary recording leave and meeting information.

Skills

Word processing

Diary management

Appointments booking

Communication

Record keeping

Tools

Microsoft Teams

Job description

To provide a comprehensive administrative and secretarial support service to the Cascade Service and other psychological services within ICCR, as appropriate. To operate within the Division's/Team's systems and act as part of a wider administration/secretarial teams.

The post holder will be responsible for undertaking a wide range of administrative and secretarial duties, which includes the receipt of all correspondence, including referrals, ensuring the appropriate action is taken. Processing of clinical letters, reports, case summaries and other correspondence as required by the clinical teams.

To act as the focal point of contact and be responsible for the dissemination of information, messages and enquiries for the Cascade Service other psychological services (where appropriate).

To provide cross cover and support to other teams in the event of absence planned or otherwise.

Liaising with multi-disciplinary team members, other health professionals and staff within the trust, GP's, Social workers, Service users, Carers and other appropriate agencies.

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.

• Responsibility for the receipt of correspondence and recording of all post to the Team
• Word processing of correspondence, letters, reports..
• Co-ordinating and sending out correspondence and reports for the clinical team in a timely and efficient manner
• Arranging appointments for the clinical team, booking rooms and arranging the appropriate equipment.
• Booking meetings on Microsoft Teams for the team
• Supporting the CASCADE team with the organising of training. I.e. Booking venue and updating databases etc..
• Supporting the team with booking internal consultations
• Taking minutes for the teams business meeting informal notes of meetings, circulating appropriate documentation, as and when required.
• To be responsible for the accurate filing into the care record and timely retrieval of the same when requested by a member of the team
• Maintenance of an Office Diary to record all types of leave and absence for team managers and meeting information accordingly.