Job Description

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 undertake a range of administrational / clerical support to the clinical and administration teams within the Children in Care Service. Undertaking duties that include; clinical management, filing, data inputting, referral scanning and initiating referrals onto RIO (community patient electronic system) and message management.



To be proficient in the use of desk top computer, dealing with complex and highly sensitive information whilst maintaining accurate and up to date records.



Fixed term 12 Months Full Time 37.5 Hours per week

Working pattern Mon- Fri 8AM - 4PM



To be the first point of contact for clinical staff and patients, signposting them to relevant location to resolve routine queries or to escalate more complex queries to the Administration Manager / Clinical Team lead.



To provide both clinical and administrational support to the Children in Care team and assist in the day to day running and development of the Service. Maintaining confidentiality at all times.



To be responsible for providing comprehensive administrational support within the Looked After Children's Nursing Team. To be responsible for liaising with universal services such as; Social Care and Health.



To use initiative to manage and prioritise workload, to deal with conflicting activities and deadlines to complete tasks successfully.



Receive and relay accurately, the requests for sensitive and complex information from Social Care and Health for Nurse / Doctor Led Assessments by email following agreed departmental policies.



Send out completed assessment reports and sensitive information to relevant / authorised staff requesting the information after the Nurse Assessment has been completed.



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

Responsible for the typing of patient documents (e.g.:

reports), some of which may be of a sensitive / distressing nature.



Update the; Care Plus and Care first / Eclipse systems with confidential information about the individual child / young person.



To make requests and return child records from / to Health Visitors / Secretaries and School Nurses, and to record accurately this transaction onto the Care Plus system.



To process and update records containing confidential information of each child in the residential units, on a two weekly basis.



To produce accurate, routine and ad-hoc quarterly reports and statistical information using Excel Spreadsheets and convert data into graph form as request by the Administration Manager.



Maintain an efficient telephone manner liaising with Internal and external agencies, ensuring courtesy and professionalism at all times and being aware that all information received will need to be treated confidentially and within procedural guidelines.



Assist other team members in providing administrative and clerical duties as deemed appropriate by the Administration Manager/Clinical Lead.



Maintain comprehensive filing systems, both written and electronic. This includes managing three electronic inboxes. Replying / responding to routine queries, ensuring all tasks are completed within timeframes.



Be responsible for the management of office equipment such as; photocopier, fax, printers and shredder etc., and arranging for repairs when appropriate.



Responsible for arranging meetings, booking venues, organising catering, in addition to attending and contributing at meetings as a team member.



To undertake note taking duties that also includes transcribing notes including minutes, at team meetings and during formal CIC and Drs meetings.



To be responsible for the sorting and distributing of incoming and outgoing of internal / external post as required.



To upload / retrieve patient records or other relevant client information via the Care Plus / Care First / Eclipse / RIO System as required, ensuring the accuracy of data and attention to detail at all times.



To collect and collate the renewal of clinical activities and information onto RIO on request, and any other relevant systems within a specific timescale.



Manage the clinical team electronic mail, ensuring action is followed up in a timely manner.



To maintain accurate and timely updating of the Trust's ESR system, whilst being vigilant to maintain confidentiality at all times.



To participate in and assist with the induction training of new staff as directed by the Administration Manager.



Participate in the Trust's PDR appraisal system and attend mandatory training courses deemed necessary for the efficiency and effective performance of the role.



To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.