Job overview This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System: Midlands Partnership University NHS Foundation Trust North Staffordshire Combined Healthcare NHS Trust University Hospitals of North Midlands NHS Trust, inclusive of Black Country Procurement Group and North Midlands and Cheshire Pathology Service. Staffordshire and Stoke-on-Trent Integrated Care Board The administrator will provide confidential and efficient reception duties, secretarial and administrative support to the Early Years team. The post holder will be required to work on his/her own initiative and demonstrate a willingness to help others and be a key member of the teams. The post holder will be expected to be able to prioritise work and meet deadlines in order to fulfil the requirements of the post, Excellent interpersonal and communication skills are essential with an ability to deal with highly sensitive and challenging situations. The post holder will be required to utilise a personal computer for word processing and database management. Advert Main duties and responsibilities Deal with general enquiries from patients, relatives, internal and external clinicians, various agencies both statutory and voluntary including Social Services, Education Welfare, General Practitioners and other health care professionals) in a confidential and sensitive manner. Accurately record any messages and ensure suitable follow up. Provide a confidential administration support as required including minute taking, organising meetings, collating and maintaining databases. Maintain an effective office support system including filing, photocopying, scanning and reception duties To support the team with the allocation of work, including letters to parents and population of staff diaries. To oversee the security of the building, arranging fire alarm testing, welcoming visitors and ensuring sign in process is adhered to. To collate and analyse data relevant to service need which may include DNA (WNB) rates, referral rates, training compliance, unoutcomed appointments. Liaising with patients’ relatives/carers to offer appointment dates. Undertake all follow up action including arranging appointment, confirming in writing, booking room, notifying clinicians involved and updating Trust Information systems. Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements Maintain Trust / Service databases to meet national DOH. Local, Directorate and Trust targets. Working for our organisation Come and work with us at our award-winning NHS Trust, leading the way for trying new and better ways of working to help improve life for our local communities. We have around 9,000 staff who provide physical and mental healthcare, support for people with learning disabilities, and adult social care across Staffordshire, Stoke-on-Trent, Shropshire, and Telford & Wrekin. We also run regional and national services, including help for new parents (perinatal care), eating disorders, forensic services, sexual health, and support for people in prison with mental health, drug, or alcohol problems. We offer great career development for both clinical and non-clinical roles, with ongoing training and support to help you learn and grow. We are ‘United in our Uniqueness’ and committed to creating a workplace where everyone feels welcome and can be themselves, no matter their background or identity. We want our staff to feel supported and valued, and we aim to build a team that reflects the communities we serve. Together, we can make sure every voice is heard, and every difference is respected. Please note, we may be required to close this vacancy early if we receive a high volume of applications Please be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application. Detailed job description and main responsibilities This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn Main duties and responsibilities Deal with general enquiries from patients, relatives, internal and external clinicians, various agencies both statutory and voluntary including Social Services, Education Welfare, General Practitioners and other health care professionals) in a confidential and sensitive manner. Accurately record any messages and ensure suitable follow up. Provide a confidential administration support as required including minute taking, organising meetings, collating and maintaining databases. Maintain an effective office support system including filing, photocopying, scanning and reception duties To support the team with the allocation of work, including letters to parents and population of staff diaries. To oversee the security of the building, arranging fire alarm testing, welcoming visitors and ensuring sign in process is adhered to. To collate and analyse data relevant to service need which may include DNA (WNB) rates, referral rates, training compliance, unoutcomed appointments. Liaising with patients’ relatives/carers to offer appointment dates. Undertake all follow up action including arranging appointment, confirming in writing, booking room, notifying clinicians involved and updating Trust Information systems. Ensure patient personal details are constantly updated and accurate and that patient records are tracked in accordance with Trust requirements Maintain Trust / Service databases to meet national DOH. Local, Directorate and Trust targets. Visa eligibility notice: The UK Home Office has imposed an emergency brake on specific visa routes. Skilled Worker visas cannot currently be issued to Afghan nationals. Study visas cannot currently be issued to nationals of Afghanistan, Cameroon, Myanmar or Sudan. As a result, we are unable to progress applications requiring sponsorship under these routes.