Band 3 Senior Administrator - Finch RoadNHS

Job summary

The Senior Administrator plays a vital role in supporting the smooth and efficient running of the service. Working as part of a busy administrative team, the postholder will provide high-quality, patient-focused administrative support to ensure the delivery of safe, effective, and well-coordinated care.

The role involves managing a wide range of administrative duties, including handling patient enquiries, maintaining accurate records, supporting appointment and referral processes, and ensuring timely communication between clinical teams, patients, and external partners. The Senior Administrator will act as a key point of contact within the department, helping to coordinate daily workflows and contributing to the overall efficiency of the service.

The postholder will be expected to work proactively, use their initiative, and demonstrate strong organisational and communication skills. They will support colleagues across the team, uphold confidentiality and data protection standards, and ensure that administrative tasks are completed to a high standard and within required timeframes.

This is a crucial role that underpins patient care by ensuring that administrative processes run smoothly, information is accurate and accessible, and staff are supported in delivering high-quality services.

Main duties of the job

Manage patient enquiries via telephone, email, and face-to-face contact, ensuring all queries are handled promptly, professionally, and with sensitivity. Maintain accurate patient records, ensuring all information is entered correctly onto relevant NHS systems . Support appointment and clinic management, including booking, rescheduling, sending reminders, and coordinating with clinical staff to ensure efficient patient flow. Prepare and distribute documentation, such as letters, reports, meeting papers, and clinical correspondence, ensuring accuracy and confidentiality. Monitor and manage shared inboxes, ensuring all incoming communication is actioned within agreed timescales. Act as a key point of contact for internal and external stakeholders, providing clear and professional communication. Support data collection and reporting, including updating spreadsheets, running system reports, and assisting with audits. Coordinate meetings, including scheduling, preparing agendas, taking minutes, and following up on actions. Maintain office systems, such as filing, stock control, ordering supplies, and ensuring equipment is functioning. Work collaboratively with the wider administrative team, providing cover and support during periods of absence or high demand. Ensure compliance with NHS policies, including confidentiality, data protection, safeguarding, and health and safety.

Job description

For further information about the main responsibilities please view the attached job description and person specification.

We highly recommend you submit your application as soon as possible, this post may close earlier than the indicated closing date if a sufficient number of applications are received.

We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK)

About us

Welcome to Birmingham and Solihull Mental Health NHS Foundation Trust. Our 4000 clinical and support staff help us to improve mental health wellbeing and meet the needs of the 70,000 people we serve each year. We provide a range of mental healthcare services across Birmingham and Solihull, as well as specialised services nationally. We also offer medical, nursing and psychology training and are proud of our international reputation for both research and innovation.

Our population is culturally diverse, characterised in places by high levels of deprivation which create an increasing demand for our services and a necessity for us to make sure everyone can access the help they need. We are a team of compassionate, inclusive and committed people working together to provide excellent care to support our community. If you are looking for a place to belong, where you can make a real difference to people's lives, join our team where our warm welcome is waiting for you.