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Band 3 Single Point of Access Administrative Assistant
Band 3
Main area Administrative Grade Band 3 Contract Permanent: Shift working Hours Full time – 37.5 hours per week (Includes shift working) Job ref 820-7960525-COM-A
Site Priestley Wharf 1&2 Town Birmingham Salary £25,760 – £27,476 Per annum Salary period Yearly Closing 02/09/2026 23:59
Job overview
An exciting opportunity has arisen to be part of a brand-new Single Point of Access (SPA) service designed to transform how we deliver care and support to our patients across urgent care and community services. This is your chance to shape a pioneering, person-centred service right from the start!
The SPA will act as the central hub for coordinating clinical referrals, triaging urgent needs, providing advice and directing patients to the right services at the right time. Whether you’re answering a call, reviewing referrals, or coordinating rapid support, you will play a key role in ensuring patients and professionals receive timely, efficient, and compassionate responses.
Main duties of the job
- Work alongside WMAS and other system partners to deliver joined-up care.
- Be part of a dynamic, forward-thinking multidisciplinary team
- Opportunities for career progression as the service expands
- A supportive, inclusive, and flexible working environment
- Make a real difference to patient outcomes and experience
- Help reduce pressure on emergency services by ensuring safe, timely care pathways
We’re looking for motivated, compassionate, and solution-focused individuals with excellent communication skills and a passion for integrated care. You’ll thrive in a fast-paced environment and be confident in handling referrals, liaising with clinical teams, and putting patients at the centre of everything you do.
Working for our organisation
Be Part Of Our Team…
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.
If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.
Detailed job description and main responsibilities
Handling and inputting referrals into RIO / managing clinical diary
Working on own initiative without supervision to plan daily workload.
Be a point of contact for personal or telephone callers to the centre, taking messages, details of referrals and redirecting calls where necessary.
Ensure all messages are accurately recorded.
Exercise tact, diplomacy, empathy and patience when dealing with patients, carers and family who are distressed, emotional or bereaved daily. Use Customer Care skills when dealing with callers who may be verbally abusive.
Be responsible for incoming/outgoing post on a day-to-day basis, including confidential material, redirecting where necessary.
Arrange and provide administrative support to meetings, including assisting with preparation of papers and taking minutes of meetings and transcribing as required. Contribute to these meetings where appropriate.
To use NHS computer systems including Rio and to input data onto Rio as required.
To operate the VOIP telephony system.
To ensure that the confidentiality of personal information remains secure and that the Terms of the Data Protection Act are met in respect of personal information held within the Primary Care Trust computer systems and manual systems.
Assist with the general upkeep and tidiness of the office, for example updating and maintaining the notice boards ensuring out of date information is removed and current information is displayed.
To undertake the provision of photocopying service, receive and send faxes for the department.
To ensure administrative policies and procedures are reviewed regularly with changes suggested and embedded in practice.
To maintain a working knowledge of the Trust Services and where they can be accessed.
Person specification
Qualifications training
- GCSE English and Maths or equivalent
- NVQ 3 in Business Administration or equivalent experience
Experience
- Relevant office/admin experience
- Good working knowledge of Microsoft Office
- Excellent interpersonal communication skills
- Commitment to effective team working
Skills/knowledge
- Proficient in Microsoft Office functions
- Ability to communicate at all levels
- Demonstrate a high level of accuracy
- Demonstrate an ability to work on own initiative
- Ability to develop and maintain effective office systems
- Ability to present accurate reports
- Good telephone manner
- Ability to use initiative to resolve basic problems
- Knowledge of the patient Record systems
Other job requirements
- Ability to be flexible with approach to work
- Ability to work as part of a team
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 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
The postholder will have access to vulnerable people in the course of their normal duties 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.
Name Evette Reid Job title Operations Support Manager – Intermediate Care Email address evette.reid2@nhs.net Telephone number 07517 466380
Birmingham Community Healthcare NHS Trust3, Priestley WharfHolt StreetBirmingham Science ParkB7 4BN
Office hours: Monday to Friday: 8.30 am – 5.00 pm
Our patients and their carers and families are the reason we’re here, so we want to hear your views about the Trust and our services.
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