Complex Emotional Needs Team Administrator

Black Country Healthcare NHS Foundation Trust is growing and changing. We provide specialist mental health, learning disability and community services across Dudley, Sandwell, Walsall and Wolverhampton. We’re looking for people who care about others, take responsibility, treat people with respect and have the confidence to speak up and shape what comes next.

We’re focused on the future, with a clear Trust Strategy and our Best for the Black Country programme driving improvement across our services and communities.

• Adult and older adult mental health
• Children and young people’s mental health
• Specialist learning disability services
• Community healthcare for children, young people and families in Dudley

Why join now

We’ve got real momentum. Clear priorities and our Best for the Black Country work mean things are moving in the right way, fast.

You’ll be looked after. Flexible working, family-friendly policies, supportive teams, proper wellbeing support and opportunities to learn and develop.

There’s room to grow. A wide range of services, space to try ideas and a voice that’s heard.

It’s a great place to live. Diverse communities, good transport links, strong schools and green space, with a lower cost of living than many city regions.

What it’s like to work here

You’ll join friendly, skilled teams who look out for each other. We plan together, share pressures and celebrate wins. You’ll be encouraged to take ownership, speak up and learn from experience. New starters get a warm welcome and clear induction; early careers colleagues have preceptorship and buddying; experienced staff can lead, teach and innovate.

Who we are

We’re 4,000+ colleagues from many backgrounds, committed to improving health and wellbeing for our communities and for each other. If you’re interested in the role but don’t meet every requirement, please apply — we value potential, different perspectives and people who want to grow.

Job overview

An exciting opportunity has arisen for a Full time Team Administrator, to join the new Complex Emotional Needs Team which covers the Black Country

The successful candidate will support clinical services in providing efficient administration resources to safely manage the daily team admin requirements with a patient centred approach.

Provide comprehensive administrative support across various disciplines in CEN, 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/team.

• 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
• Process referrals appropriately by booking appointments for groups or interventions 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.
• Preparing documentation in the form of letters and other correspondence as directed by the clinical team in an appropriate format

Working for our organisation

Employees, workers, and / or contractors will be expected to uphold the values of the Trust and exhibit the expected Trust behaviours aligned to the Trust’s values. Individuals have a responsibility to ensure that they display the Trust values and behaviours in carrying out their job and that individuals feel able to challenge (or raise a challenge) when other colleagues’ behaviours breach the spirit of Trust values.

• To work as part of a wider administration and clerical team providing cover and support to colleagues in CERT during periods of annual leave or sickness to ensure a continuous and seamless provision of service.
• 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.
• 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.

Person specification

Experience

• • Substantial recent experience of working in a busy administration environment
• Experience in a customer facing role
• Ability to be adaptive and flexible in response to additional workload
• Meeting preparation and experience of co-ordinating meetings
• Proficient in Microsoft Office package specifically Word, Excel, Outlook and MS Teams

• NHS experience

Knowledge

• • Knowledge of a range of administrative/secretarial procedures • Understanding of the Data Protection Act and NHS Code of Confidentiality

• NHS Systems such as RIO

Education

• • NVQ level 3 Administration or equivalent or willing to work towards achieving an NVQ level 3 • GCSE English Grade C or above or equivalent qualification

Skills

• • Excellent communication and interpersonal skills when dealing as first point of contact in person, on the telephone and in written correspondence.
• Excellent planning and organising skills
• Able to work to tight deadlines whilst ensuring work is of a high standard
• Excellent word processing skills including accurate and speedy typing

Applying and timelines

Please check your email for updates and contact Recruitment for feedback.

As part of our commitment to fairness, openness and accountability, we ask all applicants to ensure that their job applications reflect their own experiences, skills and motivations. While AI tools can support spelling, grammar or formatting, we expect that the content of your application especially personal statements and responses to role-specific questions is written by you.

Pay and contracts

Most NHS roles are paid under NHS Agenda for Change. With us, your starting point is set against the advertised band and your relevant NHS service, with progression through annual increments.

Medical and Very Senior Manager roles follow separate national pay frameworks, not Agenda for Change. Details are provided in each advert and during recruitment.

• Clinical posts up to and including Band 4 are expected to hold the Care Certificate. If you don’t have it yet, we’ll support you to complete it in post.
• Some roles require a Standard or Enhanced DBS check under part V of the Police Act 1997. Having a criminal record won’t automatically prevent employment - we consider the role and individual circumstances.
• We are an equal opportunities employer, offer flexible working, and are a smoke-free Trust.

• We are an equal opportunities employer and are committed to creating an environment where everyone is treated with dignity, feels respected and is able to thrive.
• We are an anti-racist, disability-inclusive and LGBTQ+-inclusive Trust.
• We welcome applications from under-represented groups and people with lived experience relevant to our services.
• Disabled applicants can request consideration under our Guaranteed Interview Scheme where essential criteria are met, and you can ask for reasonable adjustments at any stage.

Our culture and values

Best for the Black Country is our improvement journey. Our values Compassionate, Accountable, Respectful and Empowered guide how we work every day.

That means:

• taking time to understand people and respond with kindness
• being open and taking responsibility for our actions
• listening and valuing different perspectives
• supporting each other to speak up, improve and make a difference

You’ll see this in how teams work together and in the impact you can have on local people.