Health in Mind Administrator

Health in Mind Administrator

Closing date: 13 July 2026.

To provide high quality secretarial and reception support to the clinical psychologists and Liaison Psychiatrist so that patient care is delivered efficiently, correspondence is produced accurately and on time and patient pathways are managed smoothly.

The post holder will be based within the Health in Mind team which is a multi-disciplinary team including clinical psychologists, neuropsychologists and a Liaison Psychiatrist.

This is a patient-facing role and the job is based in the Rainforest Corridor reception, Health in Mind Department (offices).

Main duties of the job

• Effectively and professionally welcome patients, visitors, colleagues and Trust staff into the department/reception area in a friendly and courteous manner.
• Check patients in and out of their outpatient appointments on EPIC and notify clinicians of patient/staff arrivals.
• Book appointments on EPIC in line with local Standard Operating Procedures.
• Ensure accurate data entry to help the Trust meet targets.
• Assist with monthly audits.
• Facilitate communication (e.g., answering telephone enquiries, arranging meetings).
• Support the general administration system, prioritising own workload and that of other junior staff.
• Supervise junior admin staff.
• Receive and log incoming calls, take accurate messages and bring urgent matters to staff attention.
• Respond to general enquiries in a friendly and courteous manner.
• Provide reception cover during lunch breaks, sickness and annual leave periods.
• Set up rooms and photocopy materials in preparation for groups/workshops.
• Assist senior staff with diary management and organise appointments, meetings, events.
• Support with daily validation (cashing up on EPIC).
• Assist in ordering stationery.
• Support wider administration team, including demonstrating administrative duties to new starters or less experienced staff.

Qualifications

• Good standard of secondary education including GCE/GCSE English or equivalent.
• NVQ Level 3 Business Administration or equivalent administrative/secretarial experience.

Knowledge & Experience

• Proven experience of word processing to an adequate standard.
• Experience of other secretarial/administrative duties.
• Experience of minute-taking.

Analytical and Judgement Skills

• Identify missing data and follow up appropriately.
• Ability to manage own workload and re-prioritise as necessary to adapt to changing demands.
• Use judgement to escalate urgent issues to clinicians.

Professional / Managerial / Specialist Knowledge

• Advanced IT skills, e.g. Microsoft packages.

Personal Skills / Abilities and Attributes

• Good verbal and written communication.
• Pleasant telephone manner.
• Communicate well with families and staff of all levels.
• Able to manage workload on own initiative.
• Able to demonstrate understanding of the importance of confidentiality.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check for any previous convictions.

Employer information

Birmingham Women's and Children's NHS Foundation Trust

Location

Birmingham Children's Hospital
Steelhouse Ln, Queensway, Birmingham B4 6NH

Salary

£25,760 to £27,476 per annum / pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

284-26 DMUT

EEO statement

Birmingham Women's and Children's NHS Foundation 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.