Band 3 Administrator - Northcroft

Bsmhft; Birmingham; On-site; GBP 20,000 - 25,000; Part time

Job summary

Birmingham and Solihull Mental Health NHS Foundation Trust is seeking an organised administrator to support the MHST team in a fast-paced environment. You will handle referrals, correspondence, and diary management while ensuring compliance with NHS guidelines.

The role may be offered part-time, with potential for full-time opportunities and requires DBS pre-employment checks. The post emphasises attention to detail, multi-tasking, and willingness to work with a range of stakeholders including

Qualifications

• Computer literacy and ability to handle multiple tasks.
• Experience of working in a team and ability to prioritise.
• Good planning and organisational skills are essential.

Responsibilities

• Coordinate MHST team processes and manage emails and correspondence daily.
• Maintain the Case Discussion spreadsheet tracker and ensure actions are completed.
• Support patient referral workflow for Birmingham MHST.
• Use RiO to register, process, update and discharge patients.
• Prepare appointment letters and clinical/discharge letters; format and send correspondence.
• Provide diary management, arrange meetings, and assist with presentations and training materials.
• Administer meetings including agendas, papers, actions, and minutes.
• Have knowledge of ESR, Eclipse, Integra; support other services as required.

Skills

Computer literacy

Teamwork

Planning & organisation

Education

5 GCSEs including Maths and English

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 fully comprehensive administration service to the Forward Thinking Birmingham (Division of the Children and Young Peoples Division). The post will be working in a fast paced environment, which requires a calm but proactive approach with the ability to multi-task whilst being thorough. Processing referrals and actioning discharges form a large part of the role as does a high volume of standard administrative tasks. Attention to detail is paramount in this post as is the ability to prioritise workload.
To ensure all patient medical interventions are organised effectively and efficiently so that patients are seen without clinical risk and within NHS guidelines and targets.

Main duties of the job

Administrative support in coordinating MHST team processes, including managing and responding to emails and correspondence, with daily oversight of the shared mailboxes for MHST and liaison with a range of stakeholders such as Local Authorities, schools, children’s services, Forward Thinking Birmingham clinicians, and other services.

Administrative responsibility for maintaining the Case Discussion spreadsheet tracker, including updating all relevant information shared via email as directed by the lead, and ensuring that all actions are recorded and followed through to completion.

Support and manage the patient referral process for Birmingham MHST team.

To use electronic patient management system RiO to register, process, check, update and discharge patients.

To type appointment letters and send clinical letters and discharge letters. Formatting and sending correspondence.

Provide administrative support to the leadership team by providing diary management, arranging meetings, assisting with preparation of presentations and training materials, sending communications to colleagues within the service and locality, filing, photocopying and other general administrative duties.

Administering meetings, including preparing agendas and papers and taking actions, notes or minutes.

Have a full comprehensive knowledge of all electronic systems, including ESR, Eclipse, Integra. This list is not exhaustive.

Support the Referral Management Centre and other services where required.

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

While this vacancy is being advertised as a part-time position, we are also considering recruitment to full-time vacancies within the team. If you are interested in working on a full-time basis, we strongly encourage you to apply for this part-time role, as your application may also be considered for suitable full-time opportunities.

For further information about the main responsibilities please view the attached job description and person specification.

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

Person specification

• Computer Literacy
• Understanding of Confidentiality and Data Protection Act
• Ability to work as member of a team
• Good general level of education - 5 GCSE's including Maths and English
• Planning and organisational skills

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.

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 202