Band 3 Administrator

2 months ago

Birmingham, United Kingdom Birmingham Community Healthcare NHS Foundation Trust Full time

An exciting opportunity has arisen for an Administrator role within the within the ASR Divisional Administration Team at the West Midlands Rehabilitation Centre.

The Administrator post will work be responsible for providing a comprehensive administration support service including day to day administration of completing Subject Access Requests (SARs) received within the Division.

The West Midlands Rehabilitation Centre provides a range of services for people in the West Midlands to assist them in managing their disabilities. The Service is for people with physical, cognitive, emotional and social disabilities. All our services are provided by teams of clinical professionals and support staff who aim to provide integrated services in ways that best meet the needs of patients and their carers.

The post holder will be required to work weekdays and will need to be flexible with the working hours to ensure the office is covered during core office hours.

Main Duties

**To support the Subject Access Requests process as needed by**:

- Following Trust a local procedures
- Liaising with services to collate health records
- Logging requests on to data collection form
- Liaising with requestors to ensure appropriate consent and information is received.
- checking records for third party information
- Sending records to requestors.
- Be responsible for liaising with estates and facilities ensuring any issues are reported or escalated to the appropriate manager.

To attend the regular estates meeting and take minutes or action notes. Liaise with the meeting chair with any issues or items required and ensure timely circulation of agendas and minutes etc.

Be responsible for circulating any internal communications as directed.

Responsible for receiving less complex complaints from service users detailing the events and passing it on to the appropriate manager.

Be responsible for updating the Divisional organisational structures with any identified changes, including amending the structures with new starters, leavers etc. Ensuring any changes are cascaded within the service as directed.

Provide general non clinical information to patients and staff while maintaining confidentiality.

To monitor and maintain the level of stationary supplies and to ensure appropriate stock control.

Be responsible for dealing with meeting room booking requests for meeting rooms at West Midlands Rehabilitation Centre, including displaying and updating meeting room schedules as required.

To produce a range of correspondence, reports, presentations or spread sheets, ensuring all documents are accurate and produced to a high standard. This may also include audio typing.

To provide effective diary management as needed ensuring any commitments are recorded accurately and timely. Calendars may be shared or belong to individuals.

To plan, co-ordinate and organise meetings as required including external stakeholders ensuring all relevant people are involved and resources allocated.

Actively contribute to the development and delivery of local Standard Operating Procedures (SOPs).

To produce agendas and take minutes or action notes for identified meetings and complete any actions identified. Liaise with the meeting chair with any issues or items required and ensure timely circulation of agendas and minutes etc. within agreed timescales.

To update the HR systems (ESR and MAPs) by recording leave/sickness and training in a timely way as required.

To raise orders as required using the Trust eprocurement system.

To communicate effectively with a wide range of people including patients, colleagues, Managers and members of the public, ensuring at all times that sensitive and highly confidential information and material remain confidential.

To ensure all data, including sensitive information is received, stored and processed in line with Data Protection and Caldecott guidelines.

To attend and actively participate in team meetings and discussions with colleagues and managers to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager.

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