Team Administrator @ Black Country Healthcare NHS Foundation Trust

Job summary

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.

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.

Please see the job description and personal specification for full details.

Main duties of the job

• 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

About us

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 whole of the region we provide:

• Adult and older adult mental health services
• Specialist learning disability services
• CAMHS

Black Country Healthcare NHS Foundation Trust was formed on 1 April 2020, after NHS England and NHS Improvement approved 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 3,000 members of staff and just like the population we serve, we are made up of diverse cultures and backgrounds.

Job description

Job 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.

Person Specification

Qualifications

Essential

• 5 GCSEs at grades A-C (or equivalent)
• Business Administration / Customer Service qualification L2

Desirable

• Evidence of continued development or training

Knowledge

Essential

• Working knowledge of ICT - MS Office Applications
• Working knowledge of confidentiality and data protection

Experience

Essential

• Significant experience of working in an office environment
• Demonstrable organisational skills
• Demonstrable communication skills

Desirable

• Experience of taking minutes/notes in meetings

Skills

Essential

• Team player with the ability to work as part of a team or on own initiative
• Willing to learn and develop existing skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Black Country Healthcare NHS Foundation Trust

Address

Edward Street Hospital

Edward Street

West Bromwich

B70 8NL

United Kingdom

Employer's website

https://www.blackcountryhealthcare.nhs.uk/ (Opens in a new tab)