Band 3 Senior Administrator - Finch Road

Birmingham and Solihull Mental Health NHS Foundation Trust; Birmingham; On-site; GBP 26,000 - 27,000; Full time

Job summary

The Senior Administrator at Finch Road in Birmingham supports Forward Thinking Birmingham (Children and Young People Division) with high‑quality administrative services. You will handle patient enquiries, maintain records, and support appointment and referral processes to ensure safe, effective care.

Working in a busy team, you will coordinate communications between clinical staff, patients and external partners, keep NHS systems up to date and maintain confidentiality and data protection

Qualifications

• At least 2 years administrative experience.
• Good command of written English.
• Knowledge of information governance and data protection.
• GCSEs including Maths and English at minimum; NVQ Level 3 in Administration or equivalent.

Responsibilities

• Handle patient enquiries via multiple channels and maintain accurate records.
• Support appointment and clinic management, including reminders and rescheduling.
• Coordinate communication between clinical teams, patients and external partners.
• Manage shared inboxes and assist with audits and reporting.
• Take minutes and support meetings; maintain filing and office systems.
• Ensure compliance with NHS policies on confidentiality and data protection.

Skills

Administrative experience

Written English

Minute taking

Information governance

Education

GCSEs including Maths & English

NVQ Level 3 in Business/Administration

Tools

Microsoft Office

Job description

Band 3 Senior Administrator - Finch Road

Band 3

Main area Forward Thinking Birmingham (part of Children and Young People Division) Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job ref 436-8310094

Site Finch Road Town Birmingham Salary £25,760 - £27,476 per annum, pro rata Salary period Yearly Closing 28/09/2026 23:59

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

Job overview

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.

Main duties of the job

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.

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

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

• At least 2 years administrative experience
• Experience of Microsoft Office Package
• Good command of written English
• Knowledge and Understanding of information Governance and Date Protection
• Good general level of education - 5 GCSE's including Maths and English
• Business / Administration NVQ level 3 or equivalent experience
• Minute taking and attending meetings
• Working knowledge of medical terminology

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

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.