Job summary This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested To provide an administrative service to the Urgent Care Bureau, ensuring that administrative systems and procedures are carried out in an efficient manner and day-to-day issues are managed proactively. They will provide a professional and competent service by answering the Single Point of Access telephone line, managing calls, taking details, and passing them to clinical members of staff where appropriate. The role requires the post holder to meet deadlines, achieve results and work using their own initiative. Main duties of the job 1.Handling and inputting referrals into RIO / managing clinical diary 2. Be a point of contact for personal or telephone callers to the centre, taking messages, details of referrals and redirecting calls where necessary. 4. To maintain a working knowledge of the Trust Services and where they can be accessed. 5. Exercise tact, diplomacy, empathy and patience when dealing with patients, carers and family who are distressed, emotional or bereaved daily. Use Customer Care skills when dealing with callers who may be verbally abusive. 6. Be responsible for incoming/outgoing post on a day-to-day basis, including confidential material, redirecting where necessary. 7. Arrange and provide administrative support to meetings, including assisting with preparation of papers and taking minutes of meetings and transcribing as required. Contribute to these meetings where appropriate. 8. To use NHS computer systems including Rio and to input data onto Rio as required. 9. To ensure that the confidentiality of personal information remains secure and that the Terms of the Data Protection Act are met in respect of personal information held within the Primary Care Trust computer systems and manual systems. 10. Assist with the general upkeep and tidiness of the office, for example updating andmaintaining the notice boards ensuring out of date information is removed and current information is displayed. About us IMPORTANT Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process. Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details and postal address Be Part of Our Team Birmingham Community Healthcare NHS Foundation Trust (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, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation 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. If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you. Date posted 03 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Per annum Contract Permanent Working pattern Full-time Reference number 820-6976665-COM Job locations Priestley Wharf Holt Street Birmingham B7 4BN Job description Job responsibilities Safeguarding It is the responsibility of all staff to always safeguard and protect children and adults at risk and staff must report any concerns as per Safeguarding Children and Safeguarding Adults polices, which are available on the Trusts intranet. Every member of staff must undertake regular mandatory safeguarding training at a level relevant to the role. Smoking The Trust operates a No Smoking policy. Mobility Whilst the post holder will be based at Priestley Wharf this is a Trust wide appointment and travel around the Trust may be required. Confidentiality Your attention is drawn to the confidential nature of information collected within the National Health Service. The unauthorised use or disclosures of patient or other personal information is regarded as gross misconduct and will be subject to the Trusts Disciplinary Procedure and, in the case of both computerised and paper-based information, could result in a prosecution for an offence or action for civil damages under the Data Protection Act 1998. Sustainability The Trust attaches great importance to sustainability and Corporate Social Responsibility. It is therefore the responsibility of all members of staff to ensure that the Trusts resources are used efficiently with minimum wastage throughout their daily activities. Job description Job responsibilities Safeguarding It is the responsibility of all staff to always safeguard and protect children and adults at risk and staff must report any concerns as per Safeguarding Children and Safeguarding Adults polices, which are available on the Trusts intranet. Every member of staff must undertake regular mandatory safeguarding training at a level relevant to the role. Smoking The Trust operates a No Smoking policy. Mobility Whilst the post holder will be based at Priestley Wharf this is a Trust wide appointment and travel around the Trust may be required. Confidentiality Your attention is drawn to the confidential nature of information collected within the National Health Service. The unauthorised use or disclosures of patient or other personal information is regarded as gross misconduct and will be subject to the Trusts Disciplinary Procedure and, in the case of both computerised and paper-based information, could result in a prosecution for an offence or action for civil damages under the Data Protection Act 1998. Sustainability The Trust attaches great importance to sustainability and Corporate Social Responsibility. It is therefore the responsibility of all members of staff to ensure that the Trusts resources are used efficiently with minimum wastage throughout their daily activities. Person Specification Essential Essential GCSE English and Maths or equivalent oRelevant office/admin experience oGood working knowledge of Microsoft Office oDemonstrate an ability to prioritise a workload and oAbility to use initiative to resolve basic problems oExcellent interpersonal communication skills oCommitment to effective team working oAbility to work as part of a team oAbility to be flexible with approach to work Desirable NVQ 3 in Business Administration or equivalent experience oDemonstrate a high level of accuracy oKnowledge of the patient Record systems oProficient in Microsoft Office functions. Desirable Desirable oGood telephone manner Person Specification Essential Essential GCSE English and Maths or equivalent oRelevant office/admin experience oGood working knowledge of Microsoft Office oDemonstrate an ability to prioritise a workload and oAbility to use initiative to resolve basic problems oExcellent interpersonal communication skills oCommitment to effective team working oAbility to work as part of a team oAbility to be flexible with approach to work Desirable NVQ 3 in Business Administration or equivalent experience oDemonstrate a high level of accuracy oKnowledge of the patient Record systems oProficient in Microsoft Office functions. Desirable Desirable oGood telephone manner 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Birmingham Community Healthcare NHS FT Address Priestley Wharf Holt Street Birmingham B7 4BN Employer's website https://www.bhamcommunity.nhs.uk/ (Opens in a new tab)