Location
Salary
£24,071 - £25,674 per annum
Profession
Administrative and IT
Grade
Band 3
Deadline
03 Jan 2025
Contract Type
Permanent
Posted Date
20 Dec 2024

Job overview

Administration Officer 18.75 hours  Monday, Thursday, Friday. Based in  Dudley working mainly  in the Cancer service but working across other services within  Dudley Sandwell and Wolverhampton

We are currently looking to appoint an efficient, experienced and enthusiastic person to support the  Clinical Health Psychology Team  based at Cross Street Health Centre in Dudley.

Duties will include answering the telephone, being first line of contact for the service, electronic filing, sending reports and appointments, typing of letters, scanning documents for the patient system (RIO), together with other general administrative/office duties as required commensurate with the banding

The post holder must be educated to at least GCSE level or equivalent and be able to demonstrate good computer keyboard skills and have a good working knowledge of Microsoft Office packages.

Excellent communication skills, and being able to work on your own initiative, as well as part of a team, are essential.  Being able to deal with highly confidential, sensitive information, together with the ability to work flexibly, working to strict deadlines whilst working under pressure, is of the utmost importance.

Main duties of the job

The post holder will provide a comprehensive secretarial and administrative support across various disciplines/services within the Trust to enable them to function efficiently and effectively.

Key duties will include data input of information onto the patient information system, this will include the registering of referrals, monitoring appointment diaries and general administrative tasks in order to support the wider clinical team.

You will also be the first point of contact on the telephone, taking messages where required, ensuring that any clinical calls are escalated in a timely manner to the clinical staff within the team.  Training will be provided where required.  Work as part of the administration and clerical team providing cover and support to colleagues throughout the service during periods of annual leave or sickness to ensure a continuous provision of service.

You will have demonstrable organisational skills and you will be expected to take responsibility for your own workload. Previous administration / office experience is required.

Detailed job description and main responsibilities

  • Act as a point of reference for incoming telephone calls and queries, taking appropriate action personally, taking detailed messages as required or redirecting as necessary.
  • Producing letters in accordance with team/service procedures/guidelines.
  • Carry out general administrative and clerical functions to support the Clinical  Health Psychology Service as required.
  • Process the client referral system and associated documentation onto the system in accordance with local operating procedures and systems.
  • Maintain effective and efficient service systems and office procedures, including procurement of supplies, stationery requirements, printed stationery and other ad hoc items as required via E-Series.
  • Maintain effective diary management as required by Team Lead/Service Manager.
  • Process incoming/outgoing e-mails or post, taking appropriate action as necessary, recording in accordance with operational procedures.
  • Maintain an efficient filing and records system.
  • Collate statistical information, prepare returns, support audit processes and provide project support where appropriate to grade as required by Team Lead/Service Manager.
  • Take notes or minutes, prepare agenda and action logs to support meetings as required as defined by local or operational procedures.
  • Undertake the administrative tasks of ordering of supplies and 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.