Job summary
- Main area
- Admin
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Job ref
- 284-25-7044176-DSNH
- Employer
- Birmingham Women's and Children's NHS Foundation Trust
- Employer type
- NHS
- Site
- Birmingham children's hospital
- Town
- Birmingham
- Salary
- £24,625 - £25,674 per Anum
- Salary period
- Yearly
- Closing
- 09/05/2025 23:59
Employer heading
Administration Assistant
NHS AfC: Band 3
Flexible working arrangements may be considered and discussions with the recruiting manager regarding this are encouraged.
Job overview
Exciting opportunity to work within specialist surgery at Birmingham children's hospital. We are looking for a member of staff to support our ward sisters in an administration role. We are looking for someone who is confident and competent to work alone as well as part of a team. There will be set expectations within the role but also the ability to respond to an everchanging environment.
Main duties of the job
• Provide secretarial support to the Ward Sister/Charge Nurse to ensure they are released to provide clinical care.
• Arrange all relevant meetings on behalf of the Ward Sister/Charge Nurse and ensure all relevant paperwork is available for ward meetings.
• Attend meetings and take notes, prepare action lists and follow up actions as required; meetings will include sickness reviews and team meetings etc.
• Ensure there is a proper system for the collection and storage of audit data and other monitoring and sensitive information, both electronically and paper copies. Including using systems such as Vesper, ESR, Ormis, Lorenzo, E-Roster, Oracle etc.
• Assist the Ward Sister/Charge Nurse with maintaining systems in use for appraisal, staff training and other data gathering processes.
• Assist all ward staff with booking/confirming mandatory and other staff training.
• Collate training, annual leave and sick leave records for the ward staff.
• Assist the Ward Sister/Charge Nurse with the administrative process for the recruitment and orientation of new staff.
• To collect and enter NIPE (Newborn and infant physical examination) data for the trust.
• Act as a super user for E-Rostering system. This includes assisting the Ward Sister/Charge Nurse to monitor the bank booking system and inform the Ward Sister/Charge Nurse when shifts have been booked, filled or cancelled.
• Prepare and type letters and reports as required.
Working for our organisation
Birmingham Women's and Children's NHS Foundation Trust is the first of its type in the UK. Our Trust was formed in February 2017 to drive forward our commitment to provide the highest quality, world-class physical and mental health care for our women, children and families. Uniting our hospitals means more seamless care; more investment to make greater advances in our specialist treatment and world-leading neo-natal and fetal work. Importantly, it also gives us a greater voice in shaping the future of family-centred care.
Birmingham Children's Hospital is a UK leading specialist paediatric centre with an international reputation in several areas.
Birmingham Women's Hospital is one of two dedicated women's hospitals in the UK, with the busiest single site maternity unit, delivering more than 8,200 babies a year offering a full range of gynaecological, maternity and neonatal care.
Forward Thinking Birmingham (FTB) Mental Health Services are a unique, innovative community and inpatient mental health partnership. Alongside partners FTB offers care pathways of mental health assessment and treatment for young people aged 0-25 years old.
Our Trust is committed to creating the best place to work. We believe in promoting and enhancing inclusion, diversity and equality and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender identity, disability, race, religion or sexual orientation.
Detailed job description and main responsibilities
Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Women’s and Children’s NHS Foundation Trust.
When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable).
Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.
Person specification
Qualifications
Essential criteria
- Good standard of secondary education including GCE/GCSE English or equivalent
- Good computerskills of Microsoft Office (Word, Excel, Outlook and Power Point)
- Experience of note taking
- Ability to tabulate information and input data
Desirable criteria
- NVQ level 3 in business and administration, or clerical or equivalent experience
Knowledge & Nature of Experience
Essential criteria
- Previous NHS experience
- Experience of office systems
- Experience of dealing with confidential issues
- Previous experience ofsecretarial/administrative work
- Proven ability to manage competing priorities and deadlines
- Proven organisational skills
- Experience of organising and supporting meetings within an organisation
Desirable criteria
- Previous HR Experience
- Medical terminology
Analytical and Judgement Skills
Essential criteria
- Attention to detail
- Methodical and well organised
- Proven ability to prioritise demanding workload
Professional/Managerial/Specialist Knowledge
Essential criteria
- Good communication skills – oral, written and telephone
- Good customer care skills
- Legible handwriting
- Enjoys handling routine tasks
Personal Skills/Abilities and Attributes
Essential criteria
- Friendly outgoing personality
- Customer orientated approach
- Reliable and ability to use own initiative
- Ability to work without direct supervision
- Flexible and adaptable to changing situations
- Good team worker
- Highly motivated
- Willingnessto develop skills and knowledge
Employer certification / accreditation badges
Applicant requirements
The postholder will have regular contact with vulnerable people and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Anita Patel
- Job title
- Ward sister ward 11
- Email address
- [email protected]
- Telephone number
- 0121 333 9113
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