Overview
A permanent vacancy has become available for an Administration Officer to work as part of the Enhanced Community Mental Health Team within Old Age Services located at Jack Judge House, Oldbury. An exciting opportunity has arisen for a Part Time (30 hours) Team Administrator, to join the new Complex Emotional Needs Team which covers the Black Country. The successful candidate will support clinical services in providing efficient administration resources to safely manage the daily team admin requirements with a patient centred approach. Provide comprehensive administrative support across various disciplines in CEN, creating correspondence to support clinical services to enable them to function safely, efficiently and effectively. All duties outlined are appropriate to the grade and the actual duties will be determined by the individual service/team. The post holder will provide secretarial and administrative support to a nursing team acting as first point of contact into the service. You will be expected to exercise judgement and initiative to prioritise and co-ordinate your own workload, working as part of a multi-disciplinary team (along with your job share partner) and an Administration Manager who will provide you with the necessary support for you to be successful in this role. In addition to general administration and secretarial duties the post-holder may be required to attend multidisciplinary team meetings and book and/or cancel appointments as required. You will be required to use various computerised systems, e.g. Microsoft Office, Outlook and RIO appointment system (training will be provided).
Responsibilities
* Act as a point of reference for incoming telephone calls and queries, taking appropriate action personally, taking detailed messages as required or redirecting as necessary.
* Producing reports and letters in accordance with team/service procedures/guidelines.
* Carry out general administrative and clerical functions including photocopying, filing, archiving as required.
* Effective and safe use of virtual fax following team/service procedures for processing/storage of electronic information.
* Process the client referral system and associated documentation in accordance with local operating procedures and systems.
* Maintain effective and efficient team/service systems and office procedures, including procurement of supplies, stationery requirements, printed stationery and other ad hoc items as required via E-Series.
* Maintain effective diary management as required by Team Leads / Management.
* Process incoming/outgoing post, taking appropriate action as necessary, recording in accordance with operational procedures.
* Maintain an efficient filing and records system, encompassing medical secretarial and health records services as required.
* Collate statistical information, prepare returns, support audit processes and provide project support where appropriate to grade as required by management.
* Take notes or minutes, prepare agenda and action logs to support meetings as required as defined by local or operational procedures.
* Undertake the administrative tasks of ordering of supplies and services including the submission of works tickets and urgent requests for maintenance/estates via the Helpdesk, IT, and Information where appropriate under the direction of the Line Manager.
* To supervise and mentor junior staff, provide supervision and training with support and guidance from Line Manager.
Requirements / Qualifications
* Part Time (30 hours) role within an NHS Trust setting.
* Experience of general administration and secretarial duties; ability to prioritise and co-ordinate own workload within a multi-disciplinary team.
* Proficiency with computerised systems (e.g., Microsoft Office, Outlook, RIO appointment system; training provided).
* Knowledge of the client referral system and local operating procedures.
* Care Certificate qualification for clinical posts up to and including Band 4 (or be supported to attain once in post).
* DBS disclosure may be required due to the nature of the work.
* Commitment to equal opportunities and flexible working; non-smoking organisation.
* GIS: Guaranteed Interview Scheme available for disabled applicants; indication of GIS in application requested. Reasonable adjustments available during the interview process.
About Black Country Healthcare NHS Foundation Trust
Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability, and community healthcare services for the population of the Black Country. Across the region we provide: Adult and older adult mental health services; Specialist learning disability services; Mental health services for children and young people; Community healthcare services for children, young people and families in Dudley. The Trust was formed on 1 April 2020, merging Black Country Partnership NHS Foundation Trust and Dudley and Walsall Mental Health Partnership NHS Trust. We employ over 4,000 people and value diverse cultures and backgrounds. We offer supportive, inclusive and family-friendly employment and flexible working policies and have a wide range of professional services and employee networks. For more, visit blackcountryhealthcare.nhs.uk.
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