Band 3 Administrative Assistant

Birmingham and Solihull Mental Health NHS Foundation Trust; Gravelly Hill; On-site; GBP 20,000 - 26,000; Full time

Job summary

Birmingham and Solihull Mental Health NHS Foundation Trust is seeking an administrator/secretary to provide comprehensive support to the Cascade Service and other psychology services. You will handle correspondence, appointments, minutes, and filing, acting as a key contact within the team.

The role requires NHS experience in admin, strong organisation, and the ability to work across teams with discretion and professionalism.

Qualifications

• RSA level 2/3 or equivalent.
• GCSE/O'levels at grade C or above.
• NVQ in Business Administration.

Responsibilities

• Provide administrative and secretarial support to the Cascade Service and other psychological services.
• Receive and process referrals, correspondence, letters, reports and case summaries for clinical teams.
• Coordinate and send out correspondence and reports for the clinical team in a timely manner.
• Arrange appointments, book rooms and equipment for the clinical team.
• Book meetings on Microsoft Teams and support training logistics for the CASCADE team.
• Take minutes for team meetings and circulate documentation as required.
• Maintain accurate filing into care records and manage the team office diary.

Education

RSA level 2/3

GCSE/O'levels C and above

NVQ in Business Admin

Job description

Please note that this post may close earlier than the indicated closing date if a sufficient number of applications are received.

Job overview

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.

Main duties of the job

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.

Working for our organisation

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.

Detailed job description and main responsibilities

• 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.

We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK)

Qualifications

• RSA level 2 /3
• GCSE / O'levels C and above
• NVQ in Buisness admin

Knowledge & Experience

• experience of dealing with a range of disciplinary agencies
• experience of dealing with sensitive issues / information
• experience of working in a health care setting
• able to work on own initiative

Our Trust is committed to treating individuals fairly and ensuring they have the same opportunities to fulfil their potential, even if this means doing things differently for different people sometimes. We are working hard to ensure our workforce reflects the diversity within Birmingham and Solihull and that our services meet the needs of all diverse service users and carers.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice pre-employment checks will be undertaken before any appointment is confirmed. As part of the selection process you may be required to undergo a Disclosure and Barring Service (DBS) check, however all cases of criminal record history are dealt with on a case by case basis.

Please note, if applicable for your role you will be required to cover the cost of your DBS certificate. This will be deducted from your salary over 3 months. You will also be required to sign up to the DBS Update Service before commencement with the Trust. The Trust will reimburse this. You will be contractually obliged to maintain your subscription.

All successful applicants will be required to complete the Trust’s induction programme. The Fundamental (Statutory and Mandatory) training will be in an e-learning format. You will be required to complete training modules online (approx. 9-14 hours depending on post) by the end of your second week with us.

If you are successful at the shortlisting stage of the recruitment process we may contact you via email to advise you of the interview details. Please ensure you access your email account from which you applied regularly once the position has closed. Our selection process may involve more than one interview or assessment.

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. However, please ensure that you check if this role meets the eligibility criteria for sponsorship. Non UK /Republic of Ireland candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Browse: Work in the UK - GOV.UK (www.gov.uk). The minimum salary threshold for a Health and Social Care is £25,000 and for the Skilled Worker route is £38,700. If the starting salary for this role is below this, we will not be able to provide sponsorship.

Relocation expenses may be reimbursed subject to eligibility. The policy provides for reimbursement up to £8,000.

Please note - if you are applying for a role within Police custody, due to Police Vetting requirements you must have been a UK resident for the last years.

Employer certification / accreditation badges

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.