Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- 6 months (6 months fixed term)
- Hours
- Full time
- Part time
- Job ref
- 285-2075-MH
- Employer
- Black Country Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Stourbridge Health and Social Care Centre
- Town
- Stourbridge
- Salary
- £24,937 - £26,598 per annum
- Salary period
- Yearly
- Closing
- 26/09/2025 23:59
Employer heading

Team Administrator
NHS AfC: Band 3
Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability, and community healthcare services for the population of the Black Country.
Across the whole of the region we provide:
- Adult and older adult mental health services
- Specialist learning disability services
- Mental health services for children and young people
- Community healthcare services for children, young people and families in Dudley
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 4,000 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.
Don’t meet every single requirement? Studies have shown that women and ethnic minority candidates are less likely to apply to jobs unless they meet every single qualification. At Black Country Healthcare we recognise and value all forms of knowledge and expertise, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification or criteria in the job description/person specification, we encourage you to apply anyway. You may be just the right candidate for this or other roles.
For further supporting information to help you apply for this role please see documents attached under ‘Additional documents’.
Job overview
To support clinical service in providing efficient administration resources to safely manage the daily demand of referrals entering our service and process these referrals with a patient centred approach.
Provide comprehensive administrative support within the team, creating correspondence to support clinical service.
Main duties of the job
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.
Working for our organisation
To support clinical service in providing efficient administration resources to safely manage the daily demand of referrals entering our service and process these referrals with a patient centred approach.
Provide comprehensive administrative support within the team, creating correspondence to support clinical service.
Detailed job description and main responsibilities
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
Person specification
Education / Qualifications
Essential criteria
- Good standard of education / 5 GCSE’s or equivalent qualification at grades A – C
- NVQ Business Administration / Customer Service or other professional administration qualification Level 2
Desirable criteria
- Evidence of continued development or training
Experience
Essential criteria
- Demonstrable communication skills
- Significant experience of working in an office environment
- Demonstrable organisational skills
- Ability to work as part of a team
- Experience of prioritisation of workload and the ability to work to deadlines
- Demonstrates initiative
Desirable criteria
- Experience of working in a healthcare environment
- Experience of taking minutes/notes of meetings
Knowledge
Essential criteria
- Working knowledge of ICT (use of MS Office)
- Working knowledge of data protection, confidentiality and the Caldicott Principles
- Ability to communicate effectively
Skills/Personal qualities
Essential criteria
- Team player with ability to work as part of team or on own initiative
- Willing to learn and develop existing skills
Trust Behaviours
Essential criteria
- Be compassionate, empathetic and caring to everyone
- Enable yourself and others to act with confidence and authority in order to achieve the best outcome for everyone
- Work with others. Be inclusive by understanding and valuing others to achieve the best results for everyone and everything we do
- Act with transparency and honesty; respect and value others to do the right thing at the right time for everyone
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Emma Grosvenor
- Job title
- Senior Administrator
- Email address
- [email protected]
- Telephone number
- 01384 320424
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