Team Administrator

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 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.

Please demonstrate you have qualifications and relevant experience in the application

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

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.

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.

Person specification

Qualifications

Essential

• Good standard of education / 5 GCSE's or equivalent qualification at grades A - C
• NVQ Business Administration / Customer Service or other professional administration qualification Level 2

Experience

Essential

• Significant experience of working in an office environment
• Experience of prioritisation of workload and the ability to work to deadlines.

Desirable

• Experience of working in a healthcare environment

Knowledge

Essential

• Working knowledge of ICT (use of MS Office)

Skills

Essential

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