Job overview

The post holder will work closely with Lead Nurses and all relevant staff members and will provide a comprehensive professional and confidential secretarial and administrative service to the Lead Nurse and the Urgent Care Department.

The post holder will develop and implement administrative systems which will ensure the efficient and effective running of the Urgent Care Department, allowing the Lead Nurse to concentrate more fully on the clinical aspect of their job role. The post holder will also respond to enquiries from other staff.

You will be based at Parkview Clinic for this role as part of Forward Thinking Birmingham. Parkview Clinic is based within the Moseley area and adjacent to King’s Heath. The location offers a serene environment surrounded by woodland. King’s Heath and Moseley are known for their bustling high streets filled with independent shops and cafés. The area has excellent transport links, including multiple bus routes and the upcoming reopening of King’s Heath railway station, which will improve connections to Birmingham City Centre and beyond. 

Main duties of the job

To work closely with the Lead Nurse and other relevant staff to identify, develop and then implement administrative systems in the department. These may include the following: 

• Arrange all relevant meetings on behalf of the Lead Nurse and ensure all relevant paperwork is available for department 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 RiO, Vesper, ESR, E-Roster, Oracle etc.    
• Assist the Lead Nurse with maintaining systems in use for appraisal, staff training and other data gathering processes. 
• Assist all department staff with booking/confirming mandatory and other staff training.  
• Collate training, annual leave and sick leave records for the department staff. 
• Assist the Lead Nurse with the administrative process for the recruitment and orientation of new staff. 
• Act as a super user for E-Rostering system. This includes assisting the Lead Nurse to monitor the bank booking system and inform the Lead Nurse when shifts have been booked, filled, or cancelled.
• Under the direction of the Lead Nurse, ensure shifts are put out to bank in a timely manner. 
• Prepare and type letters and reports as required. 

Working for our organisation

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.

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. 

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.