Job Description

We are looking for an organised Administrative Assistant - 12 Months Contract with a passion for making a difference to others. Youll be working 40 Hours per week (Monday to Friday 08:00/09:00 till 16:00/17:00) at Cygnet Hosptial Oldbury, helping ensure the safe and smooth running of services for the people in our care. The Service: Cygnet Hospital Oldbury is our state-of-the-art PICU & Acute hospital for women, in the West Midlands. The service has two wards, a 12-bed PICU ward and a 15-bed Acute ward. Cygnet Hospital Oldbury has a full multi-disciplinary team (MDT) and supports the acute needs of adults requiring rapid access to mental health services, including those who may need an intensive care environment. Were focused on length of stay and making sure individuals move as quickly and safely as possible from our services to the most appropriate and least restrictive environment for them. Individuals can step down through the pathways available within Cygnet services. Referrals can come to us from all areas, including other acute services and prison services.
Main duties of the job
At Cygnet, we support our people to grow their careers, gain new skills and keep stepping up. Apply now to enjoy excellent career prospects while reaping the rewards of making a difference to others every day.
About us
Cygnet Health Care was established in 1988. Since then we have developed a wide range of services for individuals with mental health needs, autism and learning disabilities within the UK. We have built a reputation for delivering pioneering services and outstanding outcomes for the people in our care. Our expert and highly dedicated care team of 10 000 employees empower 2864 individuals across 150 services to consistently make a positive difference to their lives, through service-user focused care and rehabilitation.
Details
Date posted
24 October 2025
Pay scheme
Other
Salary
26,510 to 26,510 a year
Contract
Fixed term
Duration
12 months
Working pattern
Full-time
Reference number
VPC999ADFE
Job locations
Oldbury
B68 9AG
Job description
Job responsibilities
We are looking for an organised Administrative Assistant - 12 Months Contract with a passion for making a difference to others.
Youll be working 40 Hours per week (Monday to Friday 08:00/09:00 till 16:00/17:00) at Cygnet Hosptial Oldbury, helping ensure the safe and smooth running of services for the people in our care.
The Service:
Cygnet Hospital Oldbury is our state-of-the-art PICU & Acute hospital for women, in the West Midlands.
The service has two wards, a 12-bed PICU ward and a 15-bed Acute ward. Cygnet Hospital Oldbury has a full multi-disciplinary team (MDT) and supports the acute needs of adults requiring rapid access to mental health services, including those who may need an intensive care environment.
Were focused on length of stay and making sure individuals move as quickly and safely as possible from our services to the most appropriate and least restrictive environment for them. Individuals can step down through the pathways available within Cygnet services.
Referrals can come to us from all areas, including other acute services and prison services.
Your day-to-day...

• Organise, arrange, attend and minute patients ward rounds, CPAs and other patient related/clinical meetings as and when required.
• Correspondence for the Consultants, medical staff and the multidisciplinary team ensuring summaries, reports, clinical updates and other time sensitive information is typed and distributed within the designated time limits. Ensure that good communication is maintained between all team members, and external professionals to assist smooth operation across departments.
• Use of Cygnet and NHS email systems. Including E-prime, E-census, and E-refer.
• General office duties, including dealing with incoming and outgoing correspondence, filing and photocopying etc.
• Providing cover for the Receptionist during leave, absence and sickness.
• Open and prioritise correspondence ensuring that urgent correspondence receives prompt attention.
• Input data onto monthly audit spreadsheets and maintain systems to monitor areas of risk as identified by management
• Ensure that effective communication is maintained both within the hospital and between Trust, GPs, patients, Community Mental Health Team, patients and relatives regarding admissions, meetings and any other queries, some of which may be of a distressing/aggressive nature.
• May be required to convey clinical/medical information to medical, nursing, or other
• Healthcare staff, when instructed by, or with permission of Consultant. Post holder must at all times conform to Cygnet Health Information Governance policy when handling personal and sensitive information of service users and employees.
• Respond to enquiries from letter/fax/e-mail/telephone from patients, GPs, Community Mental Health Teams, other hospitals, Police, solicitors, other consultants.
• Exercise independent judgement and initiative by demonstrating a constant awareness of patients situations in relation to GP/Care Coordinator wishes, consultant treatments and hospital admissions.
• Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person.
• Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence-
• Undertake self supervision and effective self organisation in terms of: -Co-ordinating annual leave in co-operation with other secretaries with the approval of line manager.
• Establish good levels of communication and liaison with other secretaries, medical and nursing staff and other departments.
• Liaise with other secretaries to ensure fair distribution of work by mutual assistance.
• Supervision of new clerical staff as required.
• Ensure all correspondence is sent to be filed correctly in case note and case notes are kept up to date.
• Develop and maintain effective working relationships with local service departments, in particular Commissioners and Case Workers with whom regular contact is made.
• Ensure adequate and safe storage of documentation.
• To participate in audits as requested and maintain all records in an audible format

Why Cygnet? Well offer you

• 26,510 Per Year
• Strong career progression opportunities
• Expert supervision & supp

Job description
Job responsibilities
We are looking for an organised Administrative Assistant - 12 Months Contract with a passion for making a difference to others.
Youll be working 40 Hours per week (Monday to Friday 08:00/09:00 till 16:00/17:00) at Cygnet Hosptial Oldbury, helping ensure the safe and smooth running of services for the people in our care.
The Service:
Cygnet Hospital Oldbury is our state-of-the-art PICU & Acute hospital for women, in the West Midlands.
The service has two wards, a 12-bed PICU ward and a 15-bed Acute ward. Cygnet Hospital Oldbury has a full multi-disciplinary team (MDT) and supports the acute needs of adults requiring rapid access to mental health services, including those who may need an intensive care environment.
Were focused on length of stay and making sure individuals move as quickly and safely as possible from our services to the most appropriate and least restrictive environment for them. Individuals can step down through the pathways available within Cygnet services.
Referrals can come to us from all areas, including other acute services and prison services.
Your day-to-day...

• Organise, arrange, attend and minute patients ward rounds, CPAs and other patient related/clinical meetings as and when required.
• Correspondence for the Consultants, medical staff and the multidisciplinary team ensuring summaries, reports, clinical updates and other time sensitive information is typed and distributed within the designated time limits. Ensure that good communication is maintained between all team members, and external professionals to assist smooth operation across departments.
• Use of Cygnet and NHS email systems. Including E-prime, E-census, and E-refer.
• General office duties, including dealing with incoming and outgoing correspondence, filing and photocopying etc.
• Providing cover for the Receptionist during leave, absence and sickness.
• Open and prioritise correspondence ensuring that urgent correspondence receives prompt attention.
• Input data onto monthly audit spreadsheets and maintain systems to monitor areas of risk as identified by management
• Ensure that effective communication is maintained both within the hospital and between Trust, GPs, patients, Community Mental Health Team, patients and relatives regarding admissions, meetings and any other queries, some of which may be of a distressing/aggressive nature.
• May be required to convey clinical/medical information to medical, nursing, or other
• Healthcare staff, when instructed by, or with permission of Consultant. Post holder must at all times conform to Cygnet Health Information Governance policy when handling personal and sensitive information of service users and employees.
• Respond to enquiries from letter/fax/e-mail/telephone from patients, GPs, Community Mental Health Teams, other hospitals, Police, solicitors, other consultants.
• Exercise independent judgement and initiative by demonstrating a constant awareness of patients situations in relation to GP/Care Coordinator wishes, consultant treatments and hospital admissions.
• Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person.
• Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence-
• Undertake self supervision and effective self organisation in terms of: -Co-ordinating annual leave in co-operation with other secretaries with the approval of line manager.
• Establish good levels of communication and liaison with other secretaries, medical and nursing staff and other departments.
• Liaise with other secretaries to ensure fair distribution of work by mutual assistance.
• Supervision of new clerical staff as required.
• Ensure all correspondence is sent to be filed correctly in case note and case notes are kept up to date.
• Develop and maintain effective working relationships with local service departments, in particular Commissioners and Case Workers with whom regular contact is made.
• Ensure adequate and safe storage of documentation.
• To participate in audits as requested and maintain all records in an audible format

Why Cygnet? Well offer you

• 26,510 Per Year
• Strong career progression opportunities
• Expert supervision & supp

Person Specification
General Requirements
Essential

• Please refer to job description above

Desirable

• Please refer to job description above

Person Specification
General Requirements
Essential

• Please refer to job description above

Desirable

• Please refer to job description above

Skills Required