Project Administrator

NHS; Birmingham; On-site; GBP 24,000 - 28,000; Full time

Job summary

A health service organization in Birmingham is seeking an Administrative Support role responsible for maintaining accurate records and providing flexible staff support. The ideal candidate will demonstrate good written command of English, knowledge of IT systems, and be able to work under deadlines. This role includes processing referrals, managing service communications, and supporting record systems. The organization values inclusion and encourages applications from diverse backgrounds.

Qualifications

• Good general education, proficient in written English.
• Knowledgeable in administrative procedures.
• Demonstrable computer skills to at least RSA CLAIT standard.

Responsibilities

• Input and maintain service user data accurately.
• Process referrals and maintain updated records.
• Assure data integrity and support communication platforms.

Skills

Good written command of English

Articulate on the telephone

Knowledge of administrative procedures

Knowledge of IT including Word and Excel

Good standard of literacy and numeracy

Job description

Working in partnership with Birmingham Children's Trust, the Early Help Autism Service provides intensive family support, guidance, workshops, and community-based interventions to families where autism is a core need. The service also plays a role in upskilling practitioners by giving autism-specific advice, training, and good practice guidance.

Main duties of the job

Accurately input and maintain service user data across systems and trackers, ensuring accuracy, consistency, and data integrity. Process incoming referrals, maintaining accurate and up-to-date records across systems, and following up on any missing or unclear data as required. Update systems and trackers promptly to reflect closures, status changes, and progress notes. Run reports and collate data to support quarterly contract monitoring and performance reporting. Provide flexible staff support, assisting with day-to-day operational tasks and sharing information as required. Support the creation and maintenance of communication platforms, including newsletters, parent information hubs, and family resource pages. Reception duties including responding to general service enquiries and assisting with managing the shared mailbox, maintaining timely and professional communication. Prepare and distribute service communications to parents and professionals, including invitations, updates, and follow-up messages, ensuring timely and professional delivery.

About us

We are committed to being an inclusive employer and cultivating a culture where everyone can belong and thrive through inclusion and connectivity. We want our workforce to be reflective of the communities we work with, and for equality, diversity and inclusion to be embedded in everything we do. We are a Disability Confident Leader, are progressing our ambition to be an anti-racist organisation with Anti-Racism Commitments and actions in place and have networks for colleagues who are disabled, LGBT+, Black and Minoritised Ethnic and Women. We particularly encourage applications from Black and Minoritised Ethnic and/or disabled candidates who are currently underrepresented in our workforce. For disabled applicants, we offer reasonable adjustments throughout the recruitment process.

Job responsibilities

To maintain appropriate record systems (e.g. children's case files, family files, volunteer files, management and administrative records). Also to maintain the Procedure Guide, Staff Directory and Staff Notes as required. To assist in the production of regular statistics/returns/forms on a range of topics. To provide or assist in providing telephone and reception arrangements which are welcoming to service users or members of the public and other visitors. This involves applying sensitive listening skills and providing a calm influence, particularly where users are agitated, possibly angry and confused - and will require accurate feedback of any remarks or actions to appropriate, more senior, staff where the post holder has cause for concern. To assist in the processing of invoices and Imprest claims for goods and services. In the absence of the Administrator, to open and close the building, ensuring that all windows and doors are secured. To provide other general administrative support as designated by the Service or Office Administrator and Childrens Services Manager/Administrative manager or other manager as appropriate.

Person Specification

Experience

• Good general education, with good written command of the English language.
• Articulate on the telephone.
• Knowledge of administrative procedures, e.g. minute-taking, preparing papers, bring forward, diary and other office systems.
• Knowledge of IT including Word processing and Excel.
• Able to word process letters and other documents to OCR.RSA standard.
• Able to demonstrate computer skills to at least RSA CLAIT (or equivalent).
• Standard.
• Able to demonstrate a good standard of literacy and numeracy.
• Able to work with confidential information.
• Able to work to tight deadlines.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.