Job 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.
Main duties of the job
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).
Working for our organisation
Black Country Healthcare NHS Foundation Trust was formed on 1 April 2020, with the merger of Black Country Partnership NHS Foundation Trust and Dudley and Walsall Mental Health Partnership NHS Trust. Combining resources, strategies and talented workforce enables us to deliver a wider variety of outstanding services that are based on best practice and are continually improving.
We currently employ over 4,000 people and just like the population we serve, we are made up of diverse cultures and backgrounds. Whatever your role, working in a NHS Foundation Trust, like ours, is a demanding and extremely rewarding experience. Knowing that every day you can help to make a positive difference to someone’s life is a very powerful feeling. We know that our Trust runs on this desire to help and support people, and our Trust vision expresses this. Our vision is to improve health and wellbeing for everyone, especially our colleagues to achieve the best possible work/life balance.
We proudly offer supportive, inclusive and family friendly employment and flexible working policies. We have a wide range of professional services and employee networks to help our colleagues be at their best - and find support if they need it. To find more about our staff benefits, please visit our website: blackcountryhealthcare.nhs.uk.
Detailed job description and main 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.
Person specification
Essential
Essential criteria
1. Good standard of education / 5 GCSE’s or equivalent qualification GCSE English grade A to C
2. Word processing / typing at RSA/OCR Level II (or equivalent level / demonstrable experience)
3. Significant experience of working in an office environment
4. Knowledge of computer packages including MS Office and keyboard skills.
Desirable criteria
5. Experience of working in a healthcare environment
6. Ability to prioritise own workload and work to deadlines.