Administration Officer

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 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., + 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.

• Please Note that Internal at Risk Employees will be given preference for this position
We reserve the right to bring the closing date forward for this vacancy at any time should we receive an overwhelming response of applications. We therefore encourage applicants to apply early if you wish to be considered for this post. If you do not hear from the recruitment 4 weeks within the advertised closing date please assume that you have been unsuccessful at the shortlisting stage. Please ensure that you check your emails on a regular basis for any recruitment updates regarding this vacancy. If you are not successful at the shortlisting stage and would like feedback, please contact the Recruitment Team directly for feedback. The salary range quoted is as per NHS Agenda for Change pay structures. This is based on the number of years' working directly within the NHS at the advertised pay band. Experience gained with other NHS Trusts will apply, but candidates without prior experience working direct for the NHS would normally be appointed at the lowest point unless they can demonstrate the equivalent experience and then be eligible for incremental increases in future years. Successful applicants for clinical posts up to and including Band 4 are expected to hold the national Care Certificate qualification and will be supported to attain this once in post. The Trust is committed to equal opportunities, providing opportunities for flexible working and is a non-smoking organisation. As a Trust we are passionate about Anti-Racism, Disability Inclusion, and LGBTQ+ Equality, and are committed to diversifying our staff team in all areas and at all levels of seniority to better reflect the diverse communities we serve. Therefore, we particularly welcome and encourage applications from people who belong to a minority or marginalised community, including from Black and Asian, Disabled (including hidden disabilities such as Neurodiversity, Mental Health, etc), or Lesbian, Gay, Bi, Trans or Queer (LGBTQ+) people. Furthermore, Disabled applicants have the option of requesting that their application is considered under our Guaranteed Interview Scheme (GIS). Please indicate your intention to apply under the GIS in the relevant section of your application. Regardless of whether you participate in the scheme or have shared a disability, you will be provided the opportunity to request reasonable adjustments to the interview process at each stage of the recruitment process. Due to the nature of the work some posts may be subject to a Standard Enhanced Disclosure and Barring Service (DBS) check, through the Disclosure and Barring Service as stipulated under part V of the Police Act 1997. Having a criminal record will not necessarily bar you from working with us; this will depend on the nature of the position and the circumstances of your offences.

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.

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 + Mental health services for children and young people + Community healthcare services for children, young people and families in Dudley 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., 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.