Job summary
To provide an efficient, effective, professional and confidential administrative and secretarial service to the team. The post holder will provide comprehensive secretarial and administrative support to the team, including diary management, maintaining records, both paper and electronic, in accordance with Trust policy. The post holder will need to be able to work to tight deadlines.
Main duties of the job
To work closely with other administrative staff to ensure continuity of administration support and mutual assistance within the service. It will be expected that the post holder will need to provide cover for the team members in times of absence such as annual leave and sickness and additionally where the workload of the team requires it.
About us
Black Country Healthcare NHS Foundation Trust was formed on 1 April 2020, following the merger of Black Country Partnership NHS Foundation Trust (covering Wolverhampton and Sandwell) and Dudley and Walsall Mental Health Partnership NHS Trust. Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability and community healthcare services for the population of the Black Country. We are a new trust who are dedicated to innovating the care of those within our services ensuring that we continue to learn and grow.
We are currently successfully combining resources, strategies and a talented workforce to enable 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.
We look forward to meeting you and hopefully welcoming you into this new exciting and dynamic trust.
Job description
Job responsibilities
- To be a point of contact with the team.
- Use initiative when dealing with patient enquiries, face to face, email and by telephone.
- Effectively communicate issues to relevant parties.
- Use initiative when dealing with patient enquiries to analyse and resolve problems.
- To prioritise own workload to ensure that all administrative activities are executed with maximum efficiency and effectiveness, with particular emphasis upon accuracy and timeliness.
- Undertake a full range of secretarial and administrative duties, including preparation of correspondence, reports etc using a wide range of software packages.
- To co-ordinate electronic diaries for the team. To support the team in effective clinic management, arranging and rescheduling appointments, to ensure that patients receive an efficient administrative service in respect of their care.
- To ensure appointments are entered onto the Trusts clinical data system and appointment letters are attached electronically.
- To liaise with other professionals on behalf of the team to process referrals.
- Attendance at meetings as required and to take minutes/action notes.
- To order stationery and other consumables.
- Maintain secure up to date filing systems for clinical notes and the management of documentation to ensure that an effective bring forward and retrieval system is in place.
- Sort and process incoming post and ensure that urgent matters are dealt with appropriately.
- Provide and receive routine information requiring tact or persuasive skills. Communicates work procedures within own team and with other departments. Dealing with queries from anxious parents and visitors.
- Attend administrative team meetings and take minutes as required.
- To take part in a Personal Development Review and attend mandatory training and any other training courses relevant to the post.
Job description
Job responsibilities
- To be a point of contact with the team.
- Use initiative when dealing with patient enquiries, face to face, email and by telephone.
- Effectively communicate issues to relevant parties.
- Use initiative when dealing with patient enquiries to analyse and resolve problems.
- To prioritise own workload to ensure that all administrative activities are executed with maximum efficiency and effectiveness, with particular emphasis upon accuracy and timeliness.
- Undertake a full range of secretarial and administrative duties, including preparation of correspondence, reports etc using a wide range of software packages.
- To co-ordinate electronic diaries for the team. To support the team in effective clinic management, arranging and rescheduling appointments, to ensure that patients receive an efficient administrative service in respect of their care.
- To ensure appointments are entered onto the Trusts clinical data system and appointment letters are attached electronically.
- To liaise with other professionals on behalf of the team to process referrals.
- Attendance at meetings as required and to take minutes/action notes.
- To order stationery and other consumables.
- Maintain secure up to date filing systems for clinical notes and the management of documentation to ensure that an effective bring forward and retrieval system is in place.
- Sort and process incoming post and ensure that urgent matters are dealt with appropriately.
- Provide and receive routine information requiring tact or persuasive skills. Communicates work procedures within own team and with other departments. Dealing with queries from anxious parents and visitors.
- Attend administrative team meetings and take minutes as required.
- To take part in a Personal Development Review and attend mandatory training and any other training courses relevant to the post.
Person Specification
GCSE English Grade C or above or equivalent qualification
Essential
Previous experience of working within the NHS involving staff from other departments/organisations
Desirable
Ability to be adaptive and flexible in response to additional workload
Essential
Detailed knowledge of Microsoft Office incWord / Excel / Outlook
Essential
Person Specification
GCSE English Grade C or above or equivalent qualification
Essential
Previous experience of working within the NHS involving staff from other departments/organisations
Desirable
Ability to be adaptive and flexible in response to additional workload
Essential
Detailed knowledge of Microsoft Office incWord / Excel / Outlook
Essential
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).
