Band 3 Children's Community Nursing Administrator

Transformationunitgm; Birmingham; On-site; GBP 24,000 - 26,000; Full time

Job summary

The Birmingham Community Healthcare NHS Foundation Trust is seeking a Band 3 Children's Community Nursing Administrator to provide vital administrative support to their Children's Community Nursing and Palliative Care Team. The role requires excellent organizational and communication skills to handle sensitive information and work effectively within a team. This position offers a yearly salary of £24,625 - £25,674 and includes full NHS benefits.

Benefits

Full NHS terms and conditions

Extensive holidays

Attractive relocation payment

Discounts for local and national retailers

Dedicated well-being services

Flexible working where possible

Qualifications

• Experience managing clinical records and confidential information.
• Relevant administrative experience, ideally within a healthcare setting.
• Knowledge of Microsoft applications including Excel and Access.

Responsibilities

• Provide comprehensive clerical service and support to the Children's Nursing team.
• Manage complex inquiries and communicate with distressed clients and families.
• Maintain and input confidential client records accurately.

Skills

Organizational skills

Communication skills

Time management

Education

RSA Stage II or equivalent in Word Processing

ECDL

Good level of general education

Job description

Employer Birmingham Community Healthcare NHS Foundation Trust Employer type NHS Site Lansdowne Health Centre Town Birmingham Salary £24,625 - £25,674 per annum Salary period Yearly Closing 02/07/2025 23:59

Band 3 Children's Community Nursing Administrator

NHS AfC: Band 3

Job overview

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.

37.5 hours a week Monday – Friday To cover hours 08;00 – 17:00

We are looking to recruit a Team Administrator to provide high quality Administration and Clerical support to the Children’s Community Nursing and Palliative Care Team which is based at Lansdowne Health Centre

If you have excellent organisational, communication and time management skills, then we would like to hear from you.

Experience and understanding of managing clinical records, electronic patient records and confidential information is essential.

Main duties of the job

To provide a comprehensive clerical service in line with the department procedures and other relevant procedures, ensuring that the work is customer focused, timely and of a high quality.

To take messages and use initiative to respond to queries on behalf of the team members and leaders of the Children’s Nursing and Palliative Care Teams.

To pass on information to team members which may be of a complex or sensitive nature and to assess the urgency of the call and seek appropriate action from team members.

To take telephone calls from distressed clients and their families and deal with them in an empathetic manner, using initiative to respond appropriately and ensuring a nurse is notified.

To provide a high standard of word-processed letters/documents and reports from both written and verbal sources using Microsoft applications and which may include sensitive/confidential information. To prepare documents for internal/external mailing.

Working for our organisation

BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre and one of Europe’s leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.

Detailed job description and main responsibilities

• To provide a comprehensive clerical service in line with the department procedures and other relevant procedures, ensuring that the work is customer focused, timely and of a high quality.
• To take messages and use initiative to respond to queries on behalf of the team members and leaders of the Children’s Nursing and Palliative Care Teams.
• To pass on information to team members which may be of a complex or sensitive nature and to assess the urgency of the call and seek appropriate action from team members.
• To take telephone calls from distressed clients and their families and deal with them in an empathetic manner, using initiative to respond appropriately and ensuring a nurse is notified.
• To liaise with other professionals on behalf of the team and act as a point of contact for the team to support consistency and effective communication within the service.
• To communicate with colleagues within and outside the service to facilitate effective team working.
• To deal with incoming post, fax transmissions and e-mails, passing information to relevant team members and prioritising those requiring urgent or immediate action from the team.
• To provide a high standard of word-processed letters/documents and reports from both written and verbal sources using Microsoft applications and which may include sensitive/confidential information. To prepare documents for internal/external mailing.
• To compose letters as requested following discussion with Children’s Community Nursing and Palliative Care Teams
• To use Microsoft excel and ESR to assist staff monitoring including sickness and annual leave
• To collate information and use excel to produce reports and graphs to monitor service levels
• To input and maintain confidential client records in Microsoft access databases and produce weekly/monthly and adhoc reports
• To contribute to the maintenance of accurate and comprehensive client records in line with department and Trust policies including confidentiality and data protection. To carry out archiving of such records within Trust policy guidelines
• To accurately input and file daily diary sheets for team members within Trust time scales. To carry out archiving of such records within Trust policy guidelines
• To organise the storage of information both on computer and manually so it is easily retrievable
• To arrange meetings, including venues, documentation and liaison with participants
• To be responsible for taking and transcribin
• To be responsible for taking minutes of team meetings within the team and outside the department including case review meetings concerning client care
• To distribute meeting minutes
• To contribute to team meetings as required and distribute minutes to all relevant parties
• To communicate effectively with clients and/or their family to arrange and confirm appointments either by telephone or letter
• To identify opportunities for service development and improvement and work with the Children’s Community Nursing and Palliative Care Teams to implement these
• To work with the Children’s Community Nursing and Palliative Care Team to ensure procedures and systems are efficient and effective. To use own initiative to improve and maintain office systems
• To photocopy, scan, collate and distribute documents as requested
• To produce monthly staff rotas, collating information from team leaders. To distribute rotas and ensure any amendments are made in a timely and accurate way and communicated to the message service and other professional teams
• To be responsible for the timely and accurate completion of the monthly turnaround document.
• To design posters and assist in production of presentations for team members
• To participate in co-ordinating induction of new team members in the Children’s Community Nursing and Palliative Care teams including full induction of clerical staff
• To order, monitor and maintain stock levels within agreed areas of responsibility. To requisition stock and non-stock items and monitor that these have been delivered
• To demonstrate a commitment to team working with a willingness to be flexible with hour
• To establish and maintain systems for the management and storage of information adhering to Trust policies and procedures, particularly in relation to confidentiality, health and safety, equal opportunities and data protection
• To plan, amend and implement policies to aid service improvements
• To maintain staff information reference folders, training and annual leave request information and other relevant documents accessed by team members
• To be responsible for maintaining day to day functioning of printers, fax, photocopier and other office equipment ensuring all consumables are stacked in a safe and orderly fashion
• Responsible for contacting Estates Management to report any faults that have been identified and chasing up on progress when required

Person specification

Experience/ Knowledge

• Relevant experience of dealing with sensitive and/or complex situations

Qualifications/ Training

• RSA Stage II or equivalent in Word Processing
• ECDL
• Good level of general education

Experience/ Knowledge

• Relevant Administrative experience – including , Rio, ESR, Power point, spread sheets and databases.
• Working within a team
• Copy typing
• Working knowledge of Windows based packages
• Data inputting

Skills/Abilities

• Ability to communicate at all level
• A self-starter with the ability to work with only a minimum of supervision and on own initiative
• Ability to cope with a high workload and tight deadlines and to prioritise workload accordingly
• Ability to develop and maintain effective office systems
• Good telephone manner
• Minute taking and developing action notes.

Personal Attributes

• Excellent interpersonal communication skills
• Friendly and confident manner
• Ability to adapt to change
• Commitment to effective team working.
• .

Other job requirements

• Flexibility within team/base
• May have to travel across sites
• .

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 - 5) 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 6 - 9) that meet the prescribed 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

Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC are an advocate of diversity and strive to mirror the community we serve as much possible.

We are committed to and actively promote equality of opportunity for all staff and applications from individuals from all areas of the community who meet the specific criteria are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage/civil partnerships.

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.

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!

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

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.

Name Rebecca Carless Job title Team Leader CCN, Palliative Care & Rapid Response Email address [e-mail] Telephone number 0121 245 5775