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Support Administrator

4 months ago

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

The post holder will provide a high level, competent, comprehensive administrative support to the Divisional Triumvirate and/or Divisional Senior Management Team (SMT) as required.

The post holder will work as part of the administrative team to meet overall service priorities and targets. This will require close liaison with clinical and support staff across the Division, other clinical leadership teams, patient services, and service users.

To provide cross cover within the General Management and Nursing Administration Teams at times of short staffing levels to ensure the smooth delivery of services within the Division.
- Provide support for written and telephone enquiries on behalf of General Management and/or Nursing Administration Team.
- Working closely with the Personal Assistant to prioritise workload and highlight any urgent requests to ensure deadlines and key performance indicators are achieved.
- To support the service during periods of short staffing levels by working with the Personal Assistant and/or Group Office Manager to identify and complete priority tasks.
- Undertake general office duties, which will include answering the telephone; taking messages ensuring comprehensive information is captured as appropriate, photocopying, filing, scanning, faxing and associated duties in an efficient and timely manner.
- Assist in the collation of information for reports for example Divisional scorecard or incident reports for auditing as required.
- Provide support with arranging meetings, including booking venues, distributing agendas, notes/action logs, and other documentation.
- Input and retrieve data within various computer systems and/or databases ensuring data quality and accuracy of any information entered.
- Ordering stationery supplies, monitoring stock levels within agreed areas of responsibility and ensure that adequate stock controls are in place.
- Working as part of a wider team and sharing responsibility to contribute towards the smooth running of an administrative service across the Division.

BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre and one of Europe’s leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

IMPORTANT
- Please ensure youcheck your TRAC account regularlyas this is how we will communicate with you during the shortlisting and selection process
- Provide support for written and telephone enquiries on behalf of General Management and/or Nursing Administration Team.
- Working closely with the Personal Assistant to prioritise workload and highlight any urgent requests to ensure deadlines and key performance indicators are achieve
- To support the service during periods of short staffing levels by working with the Personal Assistant and/or Group Office Manager to identify and complete priority tasks.
- Undertake general office duties, which will include answering the telephone; taking messages ensuring comprehensive information is captured as appropriate, photocopying, filing, scanning, faxing and associated duties in an efficient and timely manner.
- Assist in the collation of information for reports for example Divisional scorecard or incident reports for auditing as required.
- Provide support with arranging meetings, including booking venues, distributing agendas, notes/action logs, and other documentation.
- Input and retrieve data within various computer systems and/or databases ensuring data quality and accuracy of any information entered.
- Ordering stationery supplies, monitoring stock levels within agreed areas of responsibility and ensure that adequate stock controls are in place.
- Working as part of a wider team and sharing responsibility to contribute towards the smooth running of an administrative service across the Division.
- Liaise with relevant Departments and/or suppliers regarding invoice queries and expenses.
- To provide a customer focused service and be able to communicate effectively and appropriately with staff at all levels.
- To use Microsoft Applications (e.g. Excel) for maintaining and managing records and folders within the administration team.

Additional Duties aligned to Nursing Administration Team
- Undertake administrative tasks/ duties on behalf of the School of Dental Nursing as and when required.

Additional Duties aligned to General Management Team
- Proce