Job summary
Administration Officer 18.75 hours Monday, Thursday, Friday. Based in Dudley working mainly in the Cancer service but working across other services within Dudley Sandwell and Wolverhampton
We are currently looking to appoint an efficient, experienced and enthusiastic person to support the Clinical Health Psychology Team based at Cross Street Health Centre in Dudley.
Duties will include answering the telephone, being first line of contact for the service, electronic filing, sending reports and appointments, typing of letters, scanning documents for the patient system (RIO), together with other general administrative/office duties as required commensurate with the banding
The post holder must be educated to at least GCSE level or equivalent and be able to demonstrate good computer keyboard skills and have a good working knowledge of Microsoft Office packages.
Excellent communication skills, and being able to work on your own initiative, as well as part of a team, are essential. Being able to deal with highly confidential, sensitive information, together with the ability to work flexibly, working to strict deadlines whilst working under pressure, is of the utmost importance.
Main duties of the job
The post holder will provide a comprehensive secretarial and administrative support across various disciplines/services within the Trust to enable them to function efficiently and effectively.
Key duties will include data input of information onto the patient information system, this will include the registering of referrals, monitoring appointment diaries and general administrative tasks in order to support the wider clinical team.
You will also be the first point of contact on the telephone, taking messages where required, ensuring that any clinical calls are escalated in a timely manner to the clinical staff within the team. Training will be provided where required. Work as part of the administration and clerical team providing cover and support to colleagues throughout the service during periods of annual leave or sickness to ensure a continuous provision of service.
You will have demonstrable organisational skills and you will be expected to take responsibility for your own workload. Previous administration / office experience is required.
About us
At Black Country Healthcare NHS Foundation Trust, we're building a high-calibre, diverse and inclusive mental health workforce. One that will give talented professionals like you the opportunity to shape an outstanding service that will transform community mental healthcare and deliver happier and healthier lives all across our communities.
The Trust is rated 'Good' from CQC (Care Quality Commission) and will become the lead provider for mental health services across The Black Country .
This ambitious model is multi-agency and multi-disciplinary, opening the door for you to work in a collaborative and flexible way with partners, service users, carers and their families.
Job description
Job 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 letters in accordance with team/service procedures/guidelines.
- Carry out general administrative and clerical functions to support the Clinical Health Psychology Service as required.
- Process the client referral system and associated documentation onto the system in accordance with local operating procedures and systems.
- Maintain effective and efficient 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 Lead/Service Manager.
- Process incoming/outgoing e-mails or post, taking appropriate action as necessary, recording in accordance with operational procedures.
- Maintain an efficient filing and records system.
- Collate statistical information, prepare returns, support audit processes and provide project support where appropriate to grade as required by Team Lead/Service Manager.
- 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.
Job description
Job 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 letters in accordance with team/service procedures/guidelines.
- Carry out general administrative and clerical functions to support the Clinical Health Psychology Service as required.
- Process the client referral system and associated documentation onto the system in accordance with local operating procedures and systems.
- Maintain effective and efficient 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 Lead/Service Manager.
- Process incoming/outgoing e-mails or post, taking appropriate action as necessary, recording in accordance with operational procedures.
- Maintain an efficient filing and records system.
- Collate statistical information, prepare returns, support audit processes and provide project support where appropriate to grade as required by Team Lead/Service Manager.
- 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.
Person Specification
Qualifications
Essential
- Experience of Microsoft Office Packages
- Good standard of Qualifications -5 GCSE's or NVQ equivalent)
- Word Processing / Typing at OCR Level 2 or equivalent / demonstrate experience
Desirable
- GCSE English A-C (5-9)
- Evidence of continued professional development
Experience
Essential
- Significant experience of working in an office environment
- Ability to prioritise workload and work to deadlines
- Ability to work as part of a team
Desirable
- Ability to use own initiative
Knowledge
Essential
- Knowledge of confidentiality
- Ability to communicate effectively
Person Specification
Qualifications
Essential
- Experience of Microsoft Office Packages
- Good standard of Qualifications -5 GCSE's or NVQ equivalent)
- Word Processing / Typing at OCR Level 2 or equivalent / demonstrate experience
Desirable
- GCSE English A-C (5-9)
- Evidence of continued professional development
Experience
Essential
- Significant experience of working in an office environment
- Ability to prioritise workload and work to deadlines
- Ability to work as part of a team
Desirable
- Ability to use own initiative
Knowledge
Essential
- Knowledge of confidentiality
- Ability to communicate effectively
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.
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).
Additional information
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.
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).
