Band 3 Team Administrator

Transformationunitgm; Birmingham; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare provider in Birmingham seeks a full-time Team Administrator for its School Nursing team. This role involves managing administrative tasks to ensure the smooth operation of the office. The successful candidate will have NVQ level 3 in Business Administration and excellent communication and organisational skills. Responsibilities include liaising with patients, maintaining records, and managing confidential information. This fixed-term position ends on February 28, 2027, offering a salary range of £24,937 - £26,598 per annum.

Benefits

Full NHS terms and conditions including extensive holidays

Attractive relocation payment

Discounts for local and national retailers

Dedicated well-being services for employees

Flexible working where possible

Qualifications

• Experience as an administrator in a healthcare setting.
• Ability to work independently and prioritise workload.
• Strong understanding of confidentiality and data protection.

Responsibilities

• Act as the primary point of contact within the clinical team.
• Provide administrative support to the School Health Support Service.
• Manage clerical duties including diary management and document preparation.

Skills

Excellent organisational skills

Communication skills

Proficient in IT systems

Education

NVQ 3 – Business Administration or equivalent

GCSEs in English and Maths or equivalent

Tools

Microsoft Office Systems

Job description

Main area Team Administrator Grade Band 3 Contract Fixed term: 16 months (Ending 28th February 2027) Hours Full time - 37.5 hours per week Job ref 820-7565084-CF

Employer Birmingham Community Healthcare NHS Foundation Trust Employer type NHS Site Hob Moor Road Health Centre Town Birmingham Salary £24,937 - £26,598 per annum (pro rata) Salary period Yearly Closing 01/02/2026 23:59

Band 3 Team Administrator

Band 3

Job overview

***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***

Fixed Term Contract - Ending 28th February 2027

Birmingham Community Health Care Trust is seeking to appoint an enthusiastic and motivated individual to support the School Nursing team based at Hob Moor Road Health Centre. This is a fixed term contract to the end of February 2027. The post holder will have experience as an administrator and will be expected to support systems and processes in the team which underpin the smooth running of the office. It is therefore, essential that you possess excellent organisational skills, communication skills and are proficient with IT systems.

To support you in this role you will have access to the Trust Induction programme and on-going learning and developmental opportunities.

The successful candidate must have

• NVQ 3 – Business Administration or equivalent
• Competent computer skills and a sound knowledge of IT Packages

Main duties of the job

To be the primary point of contact for liaison within the clinical Team, giving information and guidance to patients, carers, relatives and staff, appropriate to the role.

To work on own initiative and organise their own workload without direct supervision on a daily basis to ensure deadlines are met and to enable compliance with all Policies and Procedures.

To undertake a comprehensive range of administrative duties.. Ensuring all administrative information is recorded accurately in order for the efficient operation of the Service.

The post holder will undertake a range of clerical duties including using a PC for word processing and data inputting.

The post holder will be responsible for effective, efficient and high quality provision of administrative support to Birmingham School Health Support Service

The position requires some contact with members of the public, GPs, departments within the Trust and external agencies such as school teachers. The post holder needs to have the ability to work to tight deadlines and be able to prioritise their work load. They will need to demonstrate an ability to work well within a team environment whilst also being able to work independently using their own initiative.

Working for our organisation

Be Part of Our Team...

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 and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab 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.

If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.

Detailed job description and main responsibilities

• Provide general non-clinical advice, information and guidance to users, parents and other professionals, to deal with all enquiries and communicate effectively on behalf of your Team
• Provide and receive routine information to colleagues from users, parents, carers, the public and or other external contacts always adhering to all the relevant policies and procedures including Patient Confidentiality and Data Protection
• Deal professionally and promptly with telephone enquiries, taking and processing messages accurately and maintaining confidentiality at all times and ensuring standards for customer services excellence are met
• Responsible for data entry, text processing or storage of data, utilising manual or computerised data entry systems within agreed timeframes, bringing to attention any delays and inaccuracies
• Upload documents to the electronic patient record in a timely manner
• Provide clerical support to the Clinical Team
• Produce a range of documents including minutes and ad-hoc statistical information upon request.
• Making bookings and cancellations e.g. training places, rooms and interpreters
• Receive, sort and distribute internal and external mail, ensuring that important and sensitive information is brought to an appropriate person’s attention in a timely manner
• Accessing and verifying information from various internal and external sources .e.g. electronic Health records, General Practitioners, Education, Social Care and external agencies from other sectors
• Send out appointments and letters as appropriate
• Undertake general administrative duties as requested
• Maintain day to day functioning of all office equipment
• Maintain an Equipment Log and ensure office and all relevant clinical equipment are serviced as necessary
• Liaise with the appropriate estates/facilities provider to ensure that day-to-day repairs and maintenance is carried out where required. Reporting and tracking minor repairs to appropriate personnel
• Order and maintain stock control of stationery, ensuring that optimum levels are maintained for normal use, without over or under provisions
• Processing requests for non-stock ordering and deliveries and notify, in a timely manner, the appropriate member of staff once goods have been received, as appropriate to the Team
• The ability to work flexibly, providing cover during annual leave, study leave and sickness for vacant posts or other colleagues across the Children & Families division. Arrange cover with colleagues for own planned absences at own base
• Provide a knowledge base for the areas of work described in this job description
• Share administrative knowledge in order to support effective Team Working.

Person specification

Qualifications

• GCSE passes in English and Math or equivalent qualification / experience
• OCR/RSA ll or equivalent NVQ 3 – Business Administration or equivalent

Skills

• Knowledge of various IT packages.
• Ability to operate all office based equipment.
• Ability to build effective working relationships within a multi disciplinary team.
• Ability to prioritise work and meet deadlines.
• Ability to present accurate reports.
• Ability to develop and input on basic databases and to produce reports
• Strong organisational and prioritisation skills.
• Show understanding of the importance of confidentiality and consequences of breaking confidentiality

Experience

• Demonstrate ability to communicate with people in a courteous and sensitive manner, taking into account individual needs
• Competent computer user ie Microsoft office systems ie power point and excel
• Strong organisation and prioritisation skills
• Ability to achieve a high degree of accuracy
• Ability to mange own time effectively and flexibly
• Ability to address own training needs
• Ability to set up/manage effective administrative systems
• Experience of diary management

In accordance with UK Home Office requirements, Band 2 clinical and non-clinical roles and Band 3 Non-Clinical roles are not eligible for sponsorship.

Please note that the majority of non-clinical roles (Agenda for Change Band 3 - 6) with the exception of those which appear on this list - link , will not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK.

All non-clinical roles (Agenda for Change Bands 7 - 9) that meet the prescribed skill level (RQF 6) and salary threshold will be eligible for sponsorship.

The Trust will accept applications from candidates who can evidence their right to work in the UK or via alternative visa routes.

Disability Confident Employer and Guaranteed Interview Scheme

BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification. We encourage applicants to submit their applications and to request any reasonable adjustments where required.

Equality, Diversity and Inclusion

As part of our ongoing commitment to being a Great Place to Work, we actively foster and support a workplace culture that is inclusive and equitable for all staff, patients and service users.

We are dedicated to creating an inclusive environment where everyone feels welcomed and valued. We encourage applications from individuals of all backgrounds, including those with diverse abilities, experiences, and perspectives.

We are also dedicated to supporting the career progression of colleagues from underrepresented backgrounds into this role and more senior roles within the Division and the wider organisation.

Promoting Workforce Equality

In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.

The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

DBS Costs

Please be aware that all new employees starting work with the Trust will be charged for the cost of their DBS check if it is required for the role. The cost will be deducted from your salary in 3 payments over a 3-month period once you start employment. By applying for this role, you are agreeing to these deductions being made. The charges for the DBS include the administration fee. The total costs are £26.40 for a standard check and £54.40 for an enhanced check. The level of check will be determined by the post you are applying for. For bank Workers the full cost of the DBS check (as detailed above) will be deducted from your pay following completion of your online mandatory training. No payment will be made for your online training until it is all complete and verified by the Temporary Staffing Team. Please note: You will not be able to work any bank shifts until you have completed your mandatory training, and your DBS is in place.

Flexible Working

Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.

In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!

Birmingham Community Healthcare NHS Foundation Trust acknowledges Artificial Intelligence (AI) or Generative AI (GenAI) tools such as ChatGPT, Claude, Copilot, Gemini etc; are powerful tools that can help you in various stages of your job application and how they can be used in certain circumstances during your application process with BCHC. You can read more about acceptable use on our internet pages here

Benefits of working for us:

• Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
• Attractive relocation payment if you relocate to the local area.
• Discounts for local and national retailers
• Dedicated well-being services for all employees
• Flexible working where possible

Employer certification / accreditation badges

Application numbers

***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***

Name Samantha Parry Job title Team Leader - B'ham School Health Support Service Email address [e-mail] Telephone number 07592 510272