Band 3 Team Administrator - Learning Disabilities Team - Finch Road

NHS; Birmingham; On-site; GBP 26,000 - 27,000; Full time

Job summary

Band 3 Team Administrator in the Learning Disabilities Team at Finch Road, Birmingham, is a full-time role (37.5 hours per week) within the Birmingham and Solihul l Mental Health NHS Foundation Trust. The post involves a fast-paced administrative service with high diary and documentation demands, patient data input, and strong customer service.

Key duties include word processing, diary management, clinic organisation, minute taking, audio transcription, and ensuring accurate, timely information

Qualifications

• GCE/GCSE or equivalent - grades A–C.
• RSA/OCR stage 3 - NVQ Level 3 in Business Administration or equivalent.

Responsibilities

• Type and process forms, reports and summaries for the team.
• Record and manage diary entries for clinicians/managers.
• Organise clinics and appointments using brought-forward systems.
• Take and distribute minutes for team meetings.
• Transcribe audio letters and reports accurately.
• Provide professional telephone support and signpost as needed.
• Input patient information on systems and create notes per policy.
• Cover workloads and train new staff as directed by managers.

Skills

Diary management

Word processing

Audio transcription

Customer service

Data entry

Education

GCE/GCSE A-C

NVQ Level 3 in Business Administration

Job description

Band 3 Team Administrator - Learning Disabilities Team - Finch Road

Band 3

Main area Learning Disabilities Grade Band 3 Contract 6 months (Fixed Term) Hours Full time - 37.5 hours per week Job ref 436-8347979

Site Finch Road Hub Town Birmingham Salary £25,760 - £27,476 Per annum, Pro rata Salary period Yearly Closing 16/11/2026 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

To provide a fully comprehensive administration service to the Learning Disability Team. 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. Telephone calls and enquiries 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.

Main duties of the job

Word processing of all forms of correspondence, reports and summaries that are required by the team.

Undertake diary management for LD clinicians and/or managers, as required.

Organise clinics and associated appointments for clinics, using appropriate brought-forward systems to manage work.

Organise team/staff meetings, take, transcribe and distribute minutes accordingly as required.

Audio transcription of letters/ reports .

Deal with staff and patient requests that may be part of office function as and when required, and in accordance with Trust procedures.

Inputting and updating patient information and activity on computerised information systems, creating patient notes where necessary and according to policy.

Ensure good customer service by providing a professional and effective telephone service, taking accurate messages and providing information and signposting as requested and appropriate.

Undertake training of new staff as directed by Line Manager and/or other managers. Provide cover as directed by Line Manager for other members of the team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required commensurate with the grade of the post.

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.

Qualifications

• GCE/GCSE or equivalent - grades A – C
• RSA/OCR stage 3 - NVQ Level 3 in Business Administration or equivalent.

Experience

• Working in a busy and demanding office/customer facing environment.
• Maintaining efficient office systems, including managing effective filing systems
• Managing databases and/or spreadsheets and accurately recording data.
• Planning and organising own workload and of staff within own span of control
• Supporting a multi-disciplinary team.
• Adapt easily to unplanned changes in operational requirements
• Working within health/public sector

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

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.