Job Description

To provide an efficient, effective, professional and confidential administrative and secretarial service to the team. The post holder will provide comprehensive secretarial and administrative support to the team, including diary management, maintaining records, both paper and electronic, in accordance with Trust policy. The post holder will need to be able to work to tight deadlines.
Main duties of the job
To work closely with other administrative staff to ensure continuity of administration support and mutual assistance within the service. It will be expected that the post holder will need to provide cover for the team members in times of absence such as annual leave and sickness and additionally where the workload of the team requires it.
About us
Black Country Healthcare NHS Foundation Trust was formed on 1 April 2020, following the merger of Black Country Partnership NHS Foundation Trust (covering Wolverhampton and Sandwell) and Dudley and Walsall Mental Health Partnership NHS Trust. Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability and community healthcare services for the population of the Black Country. We are a new trust who are dedicated to innovating the care of those within our services ensuring that we continue to learn and grow.
We are currently successfully combining resources, strategies and a talented workforce to enable 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.
We look forward to meeting you and hopefully welcoming you into this new exciting and dynamic trust.
Details
Date posted
18 August 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
24,937 to 26,598 a year per annum
Contract
Fixed term
Duration
6 months
Working pattern
Full-time
Reference number
285-0631-MH
Job locations
Dorothy Pattison Hospital
Alumwell Close
Walsall
WS2 9XH
Job description
Job responsibilities

• To be a point of contact with the team.
• Use initiative when dealing with patient enquiries, face to face, email and by telephone.
• Effectively communicate issues to relevant parties.
• Use initiative when dealing with patient enquiries to analyse and resolve problems.
• To prioritise own workload to ensure that all administrative activities are executed with maximum efficiency and effectiveness, with particular emphasis upon accuracy and timeliness.
• Undertake a full range of secretarial and administrative duties, including preparation of correspondence, reports etc using a wide range of software packages.
• To co-ordinate electronic diaries for the team. To support the team in effective clinic management, arranging and rescheduling appointments, to ensure that patients receive an efficient administrative service in respect of their care.
• To ensure appointments are entered onto the Trusts clinical data system and appointment letters are attached electronically.
• To liaise with other professionals on behalf of the team to process referrals.
• Attendance at meetings as required and to take minutes/action notes.
• To order stationery and other consumables.
• Maintain secure up to date filing systems for clinical notes and the management of documentation to ensure that an effective bring forward and retrieval system is in place.
• Sort and process incoming post and ensure that urgent matters are dealt with appropriately.
• Provide and receive routine information requiring tact or persuasive skills. Communicates work procedures within own team and with other departments. Dealing with queries from anxious parents and visitors.
• Attend administrative team meetings and take minutes as required.
• To take part in a Personal Development Review and attend mandatory training and any other training courses relevant to the post.

Job description
Job responsibilities

• To be a point of contact with the team.
• Use initiative when dealing with patient enquiries, face to face, email and by telephone.
• Effectively communicate issues to relevant parties.
• Use initiative when dealing with patient enquiries to analyse and resolve problems.
• To prioritise own workload to ensure that all administrative activities are executed with maximum efficiency and effectiveness, with particular emphasis upon accuracy and timeliness.
• Undertake a full range of secretarial and administrative duties, including preparation of correspondence, reports etc using a wide range of software packages.
• To co-ordinate electronic diaries for the team. To support the team in effective clinic management, arranging and rescheduling appointments, to ensure that patients receive an efficient administrative service in respect of their care.
• To ensure appointments are entered onto the Trusts clinical data system and appointment letters are attached electronically.
• To liaise with other professionals on behalf of the team to process referrals.
• Attendance at meetings as required and to take minutes/action notes.
• To order stationery and other consumables.
• Maintain secure up to date filing systems for clinical notes and the management of documentation to ensure that an effective bring forward and retrieval system is in place.
• Sort and process incoming post and ensure that urgent matters are dealt with appropriately.
• Provide and receive routine information requiring tact or persuasive skills. Communicates work procedures within own team and with other departments. Dealing with queries from anxious parents and visitors.
• Attend administrative team meetings and take minutes as required.
• To take part in a Personal Development Review and attend mandatory training and any other training courses relevant to the post.

Person Specification
GCSE English Grade C or above or equivalent qualification
Essential

• Achieved Grade

Previous experience of working within the NHS involving staff from other departments/organisations
Desirable

• Years Experience

Ability to be adaptive and flexible in response to additional workload
Essential

• Examples

Detailed knowledge of Microsoft Office incWord / Excel / Outlook
Essential

• Previous Experience

Person Specification
GCSE English Grade C or above or equivalent qualification
Essential

• Achieved Grade

Previous experience of working within the NHS involving staff from other departments/organisations
Desirable

• Years Experience

Ability to be adaptive and flexible in response to additional workload
Essential

• Examples

Detailed knowledge of Microsoft Office incWord / Excel / Outlook
Essential

• Previous Experience