Job Description

An exciting opportunity has arisen for a Full time Team Administrator to join our Dudley Community Mental Health Team.
The successful candidate will be expected to cover all 3 bases across Dudley this would include Halesview, Halesowen, Hill House, Stourbridge, Brierley Hill Health and Social Care Centre, Brierley Hill.
Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability, and community healthcare services for the population of the Black Country.
Main duties of the job
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.
All duties outlined are appropriate to the grade and the actual duties will be determined by the individual service/tea
About us
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 3,500 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.
We proudly offer supportive, inclusive and family friendly employment and flexible working policies. We have a wide range of professional services and employee networks to help our colleagues be at their best - and find support if they need it. To find more about our staff benefits, please visit our website: blackcountryhealthcare.nhs.uk.
Details
Date posted
12 September 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
24,937 to 26,598 a year PA
Contract
Permanent
Working pattern
Full-time
Reference number
285-0887-MH
Job locations
Halesview
Highfield Lane
Halesowen
B63 4SG
Job description
Job responsibilities

• 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.
• 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.
• Preparing documentation in the form of 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.
• 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.
• To provide training and mentor junior staff and apprentices with support and guidance from line manager.
• As necessary, be responsible for the administration of petty cash and use of safe in line with Financial Procedures.
• Use and maintain knowledge of current IT systems, support with implementation and development of new systems and information technology as required.
• To work as part of a wider administration and clerical team providing cover and support to colleagues throughout the Locality during periods of annual leave or sickness to ensure a continuous and seamless provision of service. This may include front of house services or reception duties as and when required.
• Take responsibility for your own understanding of Information Governance, confidentiality, security, data protection and Caldicott Principles.
• To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality administration service.

Job description
Job responsibilities

• 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.
• 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.
• Preparing documentation in the form of 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.
• 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.
• To provide training and mentor junior staff and apprentices with support and guidance from line manager.
• As necessary, be responsible for the administration of petty cash and use of safe in line with Financial Procedures.
• Use and maintain knowledge of current IT systems, support with implementation and development of new systems and information technology as required.
• To work as part of a wider administration and clerical team providing cover and support to colleagues throughout the Locality during periods of annual leave or sickness to ensure a continuous and seamless provision of service. This may include front of house services or reception duties as and when required.
• Take responsibility for your own understanding of Information Governance, confidentiality, security, data protection and Caldicott Principles.
• To undertake any other duties of a similar nature consistent with the responsibilities of this post in order to provide a quality administration service.

Person Specification
n/a
Essential

• Good standard of education/5 GCSE'S or equivalent qualification grades A-C
• NVQ Business Administration / Customer Service or other professional administration qualification Level 2
• Demonstrable organisational skills.
• Demonstrable communication skills
• Ability to work as part of a team
• Significant experience of working in a health care environment

Desirable

• Experience of taking minutes/notes of meetings
• Evidence of continued development or training
• Willing to learn and develop existing skills

Person Specification
n/a
Essential

• Good standard of education/5 GCSE'S or equivalent qualification grades A-C
• NVQ Business Administration / Customer Service or other professional administration qualification Level 2
• Demonstrable organisational skills.
• Demonstrable communication skills
• Ability to work as part of a team
• Significant experience of working in a health care environment

Desirable

• Experience of taking minutes/notes of meetings
• Evidence of continued development or training
• Willing to learn and develop existing skills

Skills Required