Health in Mind Administrator

Birmingham Women's and Children's NHS Foundation Trust; Birmingham; On-site; GBP 21,000 - 26,000; Full time

Job summary

Birmingham Women's and Children's NHS Foundation Trust is seeking a patient-facing receptionist/secretarial support role within the Health in Mind team. You will welcome patients and visitors, manage check-in/out on EPIC, book appointments, and handle general enquiries in a busy reception setting.

The post holder will assist with data entry, audits, and diary management while supervising junior admin staff and ensuring smooth patient pathways within the department.

Qualifications

Responsibilities

Job description

To provide high quality secretarial and reception support to the clinical psychologists and Liaison Psychiatrist so that patient care is delivered efficiently, correspondence is produced accurately and on time and patient pathways are managed smoothly.

The post holder will be based within the Health in Mind team which is a multi-disciplinary team including clinical psychologists, neuropsychologists and a Liaison Psychiatrist.

This is a patient facing role and the job is based in:

The Rainforest Corridor reception

Health in Mind Department (offices)

Duties include sitting at a desk, looking at computer screens/databases and concentrating intensely for prolonged periods of time; whilst coping with interruptions, dealing with enquiries and taking calls from distressed parents.

Main duties of the job

• Effectively and professionally welcome patients, visitors, colleagues and Trust Staff into the department/reception area in a friendly and courteous manner
• Check Patients in and out of their outpatient appointments on EPIC and notify clinicians of patient/staff arrivals
• Book appointments on EPIC in line with local Standard Operating Procedures
• Ensure accurate data entry to help the Trust meet targets
• Assist with monthly audits
• To facilitate communication e.g. answering telephone enquiries, arranging meetings
• Supporting the general administration system, which includes prioritisation of own workload and other junior staff
• Supervision of junior admin staff
• Receive and log incoming calls, taking accurate messages bringing urgent matters to the attention of staff, as appropriate
• Respond to general enquiries in a friendly and courteous manner
• Provide reception cover during lunchbreaks, sickness and annual leave periods
• Set up rooms and photocopy materials in preparation for groups/workshops
• Assist senior staff with diary management and organise appointments, meetings, events
• Support with daily validation (cashing up on EPIC)
• Assist in the ordering of stationery
• Support wider administration team including demonstrating administrative duties to new starters or less experienced staff

Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class physical and mental health care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centred care.

Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.

Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.

Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.