Administration Assistant

Job summary

To support clinical services and the wider administration team in providing efficient administration resource 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.

Main duties of the job

Support the processing of new referrals into the service in accordance with locally defined Standard Operating Procedures and as directed by the line manager. This may include registration of new patients onto the Electronic Patient Record (EPR) system and creating new referrals.

Support the process of processing referrals appropriately by booking appointments for groups or treatment and clinic appointments as required, arranging cancellation of appointments and rescheduling as required in a timely manner.

Manipulation of the EPR system to enter and retrieve relevant 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.

Providing a high standard of communication with a patient centred approach at all times

Communicating effectively with internal and external stakeholders, acting as an ambassador for the organisation when responding to queries by telephone or electronically.

Support with the preparation of documentation in the form of template 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 responsibilities

Please demonstrate in your application that you meet the essential criteria and have the relevant experience for the post.

Please see JD and PS for details

Person specification

Achieved Grade

Essential

• Achieved Grade and experience

Desirable

• Experience working in the NHS