Bank level 3 Single Point of Access Administrative Assistant (Night)NHS

Job summary

An opportunity has arisen to join the Single Point of Access (SPOA) team as a Bank Administrative Assistant, based at Priestley Wharf. This is a Bank Level 3, zero-hours position, providing administrative support to help ensure the efficient day-to-day operation of the service.

You will provide a professional and responsive service, answering the Single Point of Access telephone line, managing calls and referrals, accurately recording information and directing enquiries to appropriate clinical colleagues where required. The role also involves using NHS computer systems, databases and Microsoft applications alongside a range of general administrative duties.

We are looking for someone with relevant office or administrative experience, good Microsoft Office skills and excellent communication and organisational abilities. You will need to be comfortable working on your own initiative, prioritising your workload and meeting deadlines whilst contributing effectively as part of a team.

Shift pattern - 20:00-08:00

Main duties of the job

As a Bank Administrative Assistant, you will support the Single Point of Access by handling and inputting referrals onto Rio, managing clinical diaries and acting as a point of contact for telephone and personal enquiries. You will take messages and referral details accurately and redirect calls to the appropriate service or member of staff where necessary.

A key part of the role will involve communicating professionally with patients, carers and families, including those who may be distressed, emotional or bereaved. You will be expected to use tact, diplomacy, patience and appropriate customer-care skills when handling sensitive or challenging conversations.

You will also undertake a variety of administrative tasks including managing incoming and outgoing post, preparing meeting papers, taking and transcribing minutes, maintaining office systems, processing information, producing reports and ordering stock.

The role requires you to work proactively, plan and prioritise your daily workload, meet deadlines and escalate non-clinical issues and risks appropriately.

Job description

• Handle and accurately input referrals into the Rio patient record system and support the management of clinical diaries.
• Answer the Single Point of Access telephone line, take messages and referral details and redirect calls appropriately.
• Maintain accurate records of messages and information received. Communicate professionally and sensitively with patients, carers, families, staff, visitors and external agencies.
• Plan and prioritise daily workloads using initiative and working without direct supervision where required.
• Use NHS computer systems, including Rio, alongside Microsoft Office applications, databases and the VOIP telephone system.
• Manage incoming and outgoing post, including confidential information, and redirect correspondence where appropriate.
• Provide administrative support for meetings, including preparing papers, taking minutes and transcribing information where required.
• Support auditing, analysis and regular reporting of data to assist decision-making.
• Escalate non-clinical issues and risks in a timely manner.
• Review administrative procedures and support the implementation of appropriate improvements.
• Order and maintain stock in line with relevant financial controls.
• Maintain confidentiality and handle personal and sensitive information securely.
• Work flexibly and contribute effectively as part of the Single Point of Access team.

About us

BCHC provide high quality community and specialist services within Birmingham and the West Midlands. We deliver over 100 clinical services, out in people's homes and in over 200 healthcare settings for adults, children, people with learning disabilities, those with rehabilitation needs and also dental services. One of our key objectives is to be 'a great place to work'enabling everyone within the organisation to be the best that they can be.

IMPORTANT

• Please ensure you check your Trac account regularly as this is how we will communicate with you during the shortlisting and selection process.
• Also ensure all sections of the application form are completed fully; particularly that you provide full details of all referees including business email address, telephone contact details and postal address.