Black Country Healthcare NHS Foundation Trust is growing and changing. We provide specialist mental health, learning disability and community services across Dudley, Sandwell, Walsall and Wolverhampton, and we’re hiring people who want to shape what comes next. Formed on 1 April 2020 through the merger of Black Country Partnership NHS Foundation Trust and Dudley and Walsall Mental Health Partnership NHS Trust, we’re now focused on the future with a new Trust Strategy and our Best for the Black Country programme. What we do · Adult and older adult mental health · Children and young people’s mental health · Specialist learning disability services · Community healthcare for children, young people and families in Dudley Why join now · We’ve got real momentum right now. New strategy, clear priorities and our Best for the Black Country work mean things are moving in the right way, fast. · Our values aren’t just posters. People are genuinely compassionate, take responsibility, treat you with respect and help you feel confident and empowered. · You’ll be looked after. Flexible working, family-friendly policies, supportive teams, proper wellbeing support and chances to learn with coaching and development. · There’s room to grow. Loads of services to explore and real space to try ideas and be heard. · It’s a good place to live. Friendly diverse communities, easy transport, good schools and colleges, shopping, food, lots to do, plenty of green space and a lower cost of living than many other city regions. What it’s like to work here You’ll join friendly, skilled teams who look out for each other. We plan together, share caseload pressures, and celebrate wins. New starters get a warm welcome and clear induction; early careers colleagues have preceptorship and buddying; experienced staff can lead, teach and innovate. You’ll have space to do good work, speak up, and see the difference you make. Who we are We’re 4,000 colleagues from many backgrounds, committed to improving health and wellbeing for our communities and for each other. If you’re excited about the role but don’t tick every box, please apply. We value potential and transferable experience. Job overview To support clinical services in providing efficient administration resources to safely manage the daily demand of referrals entering our services and process these referrals with a patient centred approach to the appropriate clinical services. Provide comprehensive administrative support across various disciplines and services within the organisation, 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. Advert Manage the processing of new referrals into the service in accordance with locally defined Standard Operating Procedures. This may include registration of new patients onto the Electronic Patient Record (EPR) system and creating new referrals. Process referrals appropriately by booking appointments for groups or treatment and clinic appointments as required, arranging cancellation of appointments and rescheduling where requested in a timely manner. Manipulation of the Electronic Patient Record system to enter and retrieve patient data as required to support the navigation of referrals Managing all incoming telephone calls politely and efficiently, taking messages as required and navigating all calls appropriately in line with the Standard Operating Procedure. Always providing a high standard of communication with a patient centred approach Communicating effectively with internal and external stakeholders, acting as an ambassador for the organisation when responding to queries by telephone or electronically. Preparing documentation in the form of letters and other correspondence as directed by the clinical team in an appropriate format Process incoming/outgoing post, taking appropriate action as defined by local Standard Operating Procedures Working for our organisation Employees, workers, and / or contractors will be expected to uphold the values of the Trust and exhibit the expected Trust behaviours aligned to the Trust’s values. Individuals have a responsibility to ensure that they display the Trust values and behaviours in carrying out their job and that individuals feel able to challenge (or raise a challenge) when other colleagues’ behaviours breach the spirit of Trust values. Staff are to familiarise themselves with the Employer’s data protection policy when this is available, which sets out its obligations under the General Data Protection Regulation, the UK Data Protection Act 2018 and all other data protection legislation. You must comply with the Employer’s data protection policy at all times and you agree that you will only access the systems, databases or networks to which you have been given authorisation and only for the purposes of your work for the Employer. The Employer will consider a breach of its data protection policy by you to be a disciplinary matter which may lead to disciplinary action up to and including summary dismissal. You should also be aware that you could be criminally liable if you disclose personal data outside the Employer’s policies and procedures. If you have any queries about your responsibilities in respect of data protection you should contact the Employer’s Data Protection Officer. Detailed job description and main responsibilities Sending clinical correspondence as directed to GPs, internal teams, voluntary sectors and other organisations as required using secure methods of electronic communication such as Docman or e-mail and by post. Carry out procurement of office supplies, review stationery requirements, order printed stationery and other ad hoc items as required by the team. Maintain effective diary management as required by line manager. Take notes or minutes, prepare agenda and action logs to support meetings as required as defined by operational procedures Undertake the administrative tasks of requesting 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 provide training and mentor junior staff and apprentices with support and guidance from line manager. As necessary, be responsible for the administration of petty cash and use of safe in line with Financial Procedures. Use and maintain knowledge of current IT systems, support with implementation and development of new systems and information technology as required. To work as part of a wider administration and clerical team providing cover and support to colleagues throughout the Locality during periods of annual leave or sickness to ensure a continuous and seamless provision of service. This may include front of house services or reception duties as and when required. Take responsibility for your own understanding of Information Governance, confidentiality, security, data protection and Caldicott Principles. To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality administration service. Comply with and actively promote BCPFT policies and procedures. Applying and timelines We may close this advert early if we receive a high volume of applications, so please apply soon. We shortlist after the closing date and will contact shortlisted candidates usually within two weeks. If you haven’t heard by then, you haven’t been shortlisted. Please check your email for updates and contact Recruitment for feedback. Pay and contracts Most NHS roles are paid under NHS Agenda for Change. With us - your starting point is set against the advertised band and your relevant NHS service, with progression through annual increments. Medical and Very Senior Manager roles follow separate national pay frameworks, not Agenda for Change. Details are provided in each advert and during recruitment. Standards and checks · Clinical posts up to and including Band 4 are expected to hold the Care Certificate. If you don’t have it yet, we’ll support you to complete it in post. · Some roles require a Standard or Enhanced DBS check under part V of the Police Act 1997. Having a criminal record won’t automatically prevent employment. We consider the role and individual circumstances. · We are an equal opportunities employer, offer flexible working, and are a smoke free Trust. Inclusion, equality and adjustments · We are an equal opportunities employer and offer flexible working. · We are an anti-racist, disability-inclusive and LGBTQ-inclusive Trust. · We welcome applications from under-represented groups and people with lived experience relevant to our services, including Black and Asian colleagues, Disabled people (including non-visible disabilities such as neurodiversity and mental health) and LGBTQ people. · Disabled applicants can request consideration under our Guaranteed Interview Scheme where essential criteria are met. You can ask for reasonable adjustments at every stage of the process. Our culture and values Best for the Black Country is our improvement journey. We share a clear vision and values, lead with compassion and visibility, listen to every voice, keep improving what we do and take ownership for delivery. You’ll feel it in how teams support each other and in the impact your work has on local people. If you want to contribute, learn and progress, this is a great time to join us.